HEAD START FUNDING CYCLE – YEAR 2 AND 3prekkid.org/head-start/agency-profile-collab/Mountain-Vie… · Web viewWORD document using Times New Roman, 12 font. The delegate’s designated

INTRODUCTION

This document provides instructions for completing the 2017-18 Early Head Start (EHS), Early Head Start-Child Care Partnership (EHS-CCP), Head Start (HS), and Dosage funding applications. Delegates must complete the application narrative as a WORD document using Times New Roman, 12 font. The delegate’s designated delegate liaison team leader and/or fiscal liaison will answer questions and/or provide technical assistance as needed.

Delegates were provided the following electronic funding documents:

2017-18 Funding Summary Application template and instructions Fiscal Schedules Attachment (B, C, D, E, F, G and L) Schedule I and K Attachment SF424, SF424A, & SF424 B (must be completed in GABI using HS Enterprise System) Policy Council and Board approval template, and Employee Compensation Cap Sample Organization Chart Training and Technical Assistance Summary and Plan Template School Readiness Plan Template

Checklist

SUBMISSION INSTRUCTIONS

1. Completed documents must follow the naming convention described below to ensure proper cataloging. Include the following when naming the document:

Delegate Name or Acronym Date of Submission (mm_dd_yy)

Original File Name

Examples: MAOF 01_11_17 Funding ApplicationBUSD 01_11_17 Fiscal Schedules

PLAZA 01_11_17 Schedule I and K

2. Complete the checklist to verify a complete application is submitted.

3. Submit applications electronically, according to the assigned cycle due date, to the following e-mail address: [email protected]. All applications must be submitted to the attention of the Program Development Assistant, Planning and Resources Development (PRD) Unit.

Application Due Dates

Cycle I Cycle II Cycle IIICII, Foundation, Garvey, ABC, Mt. View, Pomona, St. Bassett, El Monte, Norwalk,

Page 1 of 72 Revised 9/6/2016

mailto:[email protected]

Cycle I Cycle II Cycle IIIMAOF, Plaza Anne’s, YPI PACE, Para Los Niños, Santa

MonicaJan. 19 Jan. 26 Feb. 2

1. Applications will not be accepted prior to the delegate’s designated due date.

2. Submit original signatures on the Board and Policy Committee approvals, Application for Federal Assistance form (SF424), assurances (SF424B), and employee compensation CAP certification by mail or hand deliver to the LACOE Head Start-State Preschool Division Office on the submission due date, by 5:00 p.m. to the attention of Program Development Assistant, PRD Unit.

APPROVALS

Policy Committee Approval (Section)

The form must be completed and signed by the Policy Committee Chairperson. Do not include policy committee minutes with your narrative. Submit hard copy document with original signatures on the funding application submission due date.

Board Approval (Section)

The form must be completed and signed by the Board Chairperson. Submit hard copy document with original signatures on the funding application submission due date.

Application for Federal Assistance Form SF424

Complete the SF424 form in the HS Enterprise System. Print the form and secure the Board Chairperson signature. Submit hard copy document with original signatures on the funding application submission due date.

Assurances

Complete using the HS Enterprise System, GABI provides all necessary SF424B Assurances. Print assurances by selecting the “REPORT” option on the GABI toolbar and then select the “424B” option. Open the assurances, reformat (if necessary), and print. The Board Chairperson must sign the SF424B. Submit hard copy document with original signatures on the funding application submission due date.

Non-Construction Programs Drug Free Workplace Certification Regarding Environmental Tobacco Smoke Certification Regarding Debarment and Suspension

Certification Regarding Lobbying

Employee Compensation Cap Certification


The certification form must be completed and signed by the Board Chairperson. Submit hard copy document with original signatures on the funding application submission due date.

If any employee’s compensation exceeds the cap, no portion is a reimbursable HS/ cost. This is an unallowable cost and DAs must compensate the employee without using HS funds.


2017-18 Year 4 Funding ApplicationDelegate Name: Mountain View School District Head

Start Program

Section 1 PROGRAM DESIGN AND APPROACH TO SERVICE DELIVERY

The program design and approach to service delivery section of the funding application was designed to include program decisions for both the Traditional Grant (EHS and HS) and the Early Head Start- Child Care Partnership Grant (EHS-CCP). Please ensure that when answering the following questions in this section you address all programs.

A. Goals

LACOE and its delegates have been working on accomplishing common goals over the five year funding cycle. In the 2015-16 funding application delegates created objectives for each goal.

This continuation application requires that delegates list any additions, deletions or revisions to programs objectives and describe the progress in meeting each objective identified in the 2015-16 funding application. For the purposes of the questions below please refer to the following definitions.

Progress: Forward movement toward the achievement of objectives, and outcomes.

1. Implement a public awareness and outreach campaign for LACOE’s Head Start and early education programs using proven strategies with the diverse families of Los Angeles County to more effectively meet and maintain enrollment of children and families.

a. Following is the objective(s) Mt. View SD adopted for the 2015-16 program year:

The Mountain View Head Start/State Preschool Agency will actively inform and recruit parents by utilizing recruitment channels such as community newspapers, mail outs, and technology for All Calls announcements on personal and home phone numbers for parents residing within the agency’s boundaries about the available program options for 4-year old preschool students, especially Special Needs students, offered and registration guidelines in order to effectively meet and maintain enrollment efforts as validated by full enrollment and an active waiting list for every Head Start site.

b. List any revisions made to the objective since last year’s application. If no revisions have been made, then state “no revisions”.

The Mountain View Head Start agency has shifted efforts in enrolling 3-year old students into the centered-based program. In addition, the agency provides a new program option for pregnant women and families with young children ages 0-3- year old called Early Head Start. All recruitment channels continue for the program year 2017-2018.

c. Did you complete the activities needed to meet the objective(s)? If you have not, describe the progress in meeting the objective(s).



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The Mountain View Head Start agency has completed the activities outlined for recruitment. The agency has actively recruited potential preschool families through methods including: community newspaper ads, mail outs, All Calls announcing enrollment efforts, placing metal signs on the School District maintenance vehicles for district wide advertisement, attending school events such as Back–to-School nights advertising open enrollment efforts, and home visits with door-to-door flyers On the first day of school, the agency began to replace “No show” enrollment slots. The wait list for 2016-2017 stands at 27 four-year olds and 63 three-year olds.

2. Establish and develop community partnerships and strengthen existing partnerships targeted to the needs of LACOE’s regionalized communities to maximize resources that build the self-resiliency of families


The Mountain View Head Start Agency will analyze various sources of data such as: parent surveys, supplemental community assessment data trends and goals and county monitoring reports to renew partnership agreements with new or established partners to expand community resources available to the El Monte community as validated by updated or new Memoranda of Understanding and/or partnership agreements.


The agency has reviewed partnerships agreements, updated the agreements and released out of business partnership agreements. The agency has established partnership agreements for the Early Head Start program.

c. Did you meet this objective? If you didn’t meet the objective, please describe the progress in meeting the objective

Yes, the agency met this objective by updating the current partnership agreements. The agency will continue to establish new partnership agreements for the Early Head Start program as identified in the community resource parent handbook. Established partnership agreements have been updated to include services for Early Head Start.

3. Build on the standardized use of ChildPlus with clearly defined processes and guidelines to better meet the individual needs of children and families and ensure timely delivery of comprehensive services


The Mountain View Head Start Agency staff members, especially program leads, will



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focus on Tier I monitoring reports for all comprehensive services using data entry in a timely manner using Tier I Child Plus reports as validation of child and family services provided to the Head Start families.


Tier 1 monitoring for Early Head Start have been added for all comprehensive services using data entry Child Plus reports as validated for program services provided to the Head Start families.


Yes, the agency has improved in Tier I monitoring efforts. The Mountain View Head Start program facilitators gained proficiency in using the Child Plus program by mastering how to pull reports, and identify trends and weak areas of data collection. To increase their effectiveness, program facilitators received training and mentoring through refresher courses offered by LACOE. The data reports supported Tier I monitoring efforts to improve classroom performance and services to children and families. Program facilitators use information derived through Tier I monitoring to create agendas and objectives for staff meetings.

4. Build parent and staff knowledge of children’s developmental milestones to ensure the healthy development of the whole child and transitional success into primary education


The Mountain View Head Start Agency will meet with and inform parents of student achievement levels on the rating record profiles three times per year, including other assessment tools pertaining to Parent, Family and Community Engagement framework and School Readiness goals, in preparation for a solid transition into primary education.


The Mountain View Early Head Start program will use LACOE brochures to use during the first home visit that outlines the developmental milestones for children their child’s age. In addition, parents will be provided training throughout the year on this topic.




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Yes, the Mountain View Head Start agency has made progress in meeting this objective by informing parents on Desired Results assessment results three times per year. The agency provided a Parent-Teacher conference release day for staff members to meet with parents to review assessment tools and school readiness goals. The agency provides children and parents with opportunities to prepare for transition to primary education. Activities have included: implementing the Second Step curriculum with modules supporting transition to Kindergarten, and using Response to Intervention strategies to support student success in school. The agency provided three workshops for parents on transition, and a fatherhood activity with their Head Start Child.

5. Implement evidence-based programs that empower parents to advocate in the community for excellence in their children’s development and learning


The Mountain View Head Start Agency will implement the Center on the Social and Emotional Foundation for Early Learning (CSEFEL) parent program by providing a series of six parent education classes during the day hours to empower parents to advocate for their children’s developmental learning as validated by sign in sheets. In addition, the Agency will offer other parent activities outlined in the School Readiness Plan.


The Mountain View Head Start program will offer a spring Center on the Social and Emotional Foundation for Early Learning (CSEFEL) parent series to be held at a local elementary school for preschool parents that did not have an opportunity to attend CSEFEL training in the fall.


Yes, the Mountain View Head Start program has made a good progress in providing parents with evidence-based empowerment programs through CSEFEL parent meetings, facilitator workshops for staff members to become local CSEFEL trainers, and having completed three years of successful CSEFEL parent education classes. About 30 or more parents are selected determined by teacher and Multidisciplinary Team referrals to participate in the six intensive parent education workshops in the fall. Each teacher can nominate two families in greatest need and parents’ interest to attend. In 2016-2017, the agency will host an additional spring CSEFEL parent workshop at a local elementary school in the north side of the city. As a result, more parents are able



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to attend CSEFEL parent workshops in the fall and in the early spring. In addition parents attend workshops throughout the school year that promote parent advocacy. These workshops include a series of transitions workshops offered in the spring.

6. Implement strategic steps to support consistent implementation of organizational processes to strengthen our infrastructure, maximize system oversight and maintain healthy delegate agencies


The Mountain View Head Start Agency will continue to request training and technical assistance from the LACOE Grantee office in all program service areas to strengthen new staff members’ knowledge of program requirements, and the Agency will continue to offer ongoing training in all program service areas for staff members on a weekly and monthly basis including internal data and monitoring activities as validated by data entry, Tier I monitoring reports, agendas, and sign-in sheets.


No revisions


Yes, the Mountain View Head Start agency has increased opportunities for LACOE Grantee staff to provide trainings for the agency on various subjects throughout the 2016-2017 program year including Early Head Start program overview. LACOE has provided training in the following areas: Safe Environments, Facilities training for District Maintenance employees, Center on the Social and Emotional Foundation for Early Learning (CSEFEL) Training for Team Members, ERSEA, Social Services, and Early Head Start. LACOE Training and Technical Support Request forms and evaluations are used to validate participation in these training opportunities. Program facilitators will continue to use monitoring reports and dashboard information to drive the focus on program goals.

Goals A.1

Based on the information from LACOE’s community assessment, the goals for the last two years for the five year funding period are being revised to better align with the changes in the communities, regulations, and overall program direction.



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LACOE adopted three goals, identified below. Delegates will develop SMART objectives to align with LACOE’s goals. These objectives must be specific, explain what is to be done; measurable, how will you know what was to be completed or met the expectations; attainable, synonymous to achievable make sure the objective is something that can be accomplished in the one or two year period left in the five year grant; relevant, does the objective align with the goals and what we should be done with HS and EHS programs; time-oriented, simply state when the objective be completed.

Goal 1. Implement LACOE’s school readiness framework that includes four central elements of service delivery (teaching practices, curriculum, screening and assessment, and parent involvement) to ensure the healthy development of the whole child and transitional success into primary education.

a. Write the SMART objective the delegate adopted for the 2017-18 program year below:The Mountain View School Head Start Delegate Agency will prepare students for a solid transition into the Head Start center-based program and/or Kindergarten program by providing quality professional development training throughout the year for staff members; by staff using adopted materials to meet student goals and objectives; by staff members using screening tools and collecting assessment data three times per year; by using Partners for a Healthy Baby training for infants and toddlers, and by having parents participate in training focusing on Early Childhood Education to improve their quality of life, as validated by consultant contracts for staff training; staff sign in sheets; administrator observations of curriculum materials used in the classrooms; screening tools used by staff members; data assessment entry three times per year; and parent workshop agendas and sign-in sheets.

Goal 2. Implement evidence-based programs that empower parents to advocate in the community for excellence in their children’s development and learning.

a. Write the SMART objective the delegate adopted for the 2017-18 program year below:The Mountain View Head Start Delegate Agency will prepare and empower parents to become advocates for their children and others in the community by using the evidenced-based programs: Becoming a Mom/Comenzando Bien, Creative Currilcum for Early Head Start parents, and “Center on the Social and Emotional Foundation for Early Learning” (CSEFEL) for centered-based parents to increase their knowledge of healthy child development and learning, as validated by home visit lessons, parent CSEFEL meetings, agendas, and sign-in



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sheets.

Goal 3. Develop and implement new 5-Year Strategic Plan that informs LACOE and its delegates in the consistent implementation of organizational processes to strengthen LACOE’s infrastructure, maximize system oversight, and maintain healthy delegates ultimately leading to quality outcomes for children and families.

a. Write the SMART objective the delegate adopted for the 2017-18 program year below:Delegate agencies do not have to answer this question.

B. Service Delivery

In this section, reference the LACOE community assessment and delegate specific data to answer the questions below. Delegate specific data may include:

Child outcome data CLASS data Self-Assessment findings Parent survey findings Results of LACOE monitoring findings PIR results (e.g., complete physicals, screenings within 45 days, number of families

served) Findings from regulatory agencies (e.g. CCLD, CACFP) Results of special conditions placed on delegate contract Other data as relevant

1. Needs of Children and Families

Based on the review of the data, provide an update on the estimated number of children needing full day and full year care? Include: a) the communities and hours of care most needed by families; and b) how the delegate will identify resources for families needing care for 10 more hours per day.

The Mountain View Head Start Community Assessment process includes a community survey each year. Based on survey results for parents in 2016-2017, father’s employment status includes: 48.96% are employed full time, 9.74% are employed part time, 6.73% are seasonally employed, 13.69% are unemployed, and 20.88% have an unknown employment status. Employment status for mothers include: 26.9% are employed full time, 13.92% are have part-time employment, 3.25 % are seasonally employed, 43.39% are unemployed, and 12.53% have



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unknown employment status. Based on parental employment status, parents still request a full-day program. As a result, many parents with 4-year old children turn to Transitional Kindergarten to secure a full-day program; this is one full-day resource to choose. The agency’s current part-day and full-day program options are still appropriate for the children and families served in the El Monte community. Although, more families are working to sustain their quality of life, so the agency will convert 40 part-day part-year enrollment slots into full-day part-year enrollment slots for needy families, this is a second full-day resource option to choose. The full-day slots will be located in the north side of the School District at the Baker Head Start campus. The increase in program services is the result of the Duration/Dosage Grant. As a result, the Mountain View Head Start agency will offer four classes of full-day care program options. The first class is a 6.5-hour full-day 10-month per year program at Maxson School. The second class will be the same program hours located at Children’s Center #4. These two classes are currently offered to the El Monte community as a full-day program option. The third and fourth full-day classes will be new full-day program options to be located at Baker Head Start #3 and #4. These two classes will be 6.5 hour full-day 10-month per year programs. In addition, the agency currently provides an 11-hour per day 12-month Head Start/CSPP program for 48 children. This program is located at the Children’s Center. For eligibility, parents must qualify and show a need for full-day care through employment status or training needs based on Title 5 State requirements.

2. Funded Enrollment and Program Options

Provide a narrative summary that describes the proposed program options and variations as indicated in the Schedule I, specify changes proposed for 2017-18 and why these changes are appropriate for the children and families served.

The Mountain View Head Start agency will change 40 part-day center based enrollment slots and convert them into 40 full-day 6.5 hour part-year enrollment opportunities to be located at Baker Head Start. This change is the result of families requesting full-day preschool programs that mirrored the Transitional Kindergarten full-day program offered at every school site within the Mountain View School District. This change will require a Head Start facility to be located at Baker Head Start. This change will result in nineteen (19) center-based part-day part-year Head Start classes. The agency will increase to four (4) 6.5 hour full-day part-year (175 days) center-based classes. The Children’s Center currently provides three (3) 11-hour full-day full-year (242 days) Head Start classes. The Children’s Center is partnered with Direct State Preschool funds for the full-day full-year service. The agency also offers a Home-based program for 11 enrollment slots for students’ ages 3.0-4.9 year old. The Head Start classes are located at eight (8) school sites within the Mountain View School District: Baker School, Cogswell School, Maxson School, Miramonte School, Monte Vista School, Payne School, Parkview School, and Children’s Center. The Community Assessment for the El Monte service area indicates that parents most often request a center-based preschool program near their local school. It is beneficial when students in a center-based program attend a preschool classroom at the local school site. This experience lets students walk to school, eat in the classroom, participate in



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lessons, have large group time, experience learning centers, and play on a preschool playground. At the end of the preschool experience, students are transitioned to the kindergarten program at the same school site.

In addition, the agency will offer an Early Head Start program during the 2016-2017 program year for two (2) Early Head Start home-based program classes of 10 families per teacher. In the winter of 2017, the agency opened an Early Head Start home-based program offering 20 enrollment slots. The Early Head Start home-based model for 20 families, including pregnant women, will support the declining enrollment of 4-year old preschool student from the centered-based program option due to Transitional Kindergarten enrollments. The benefit of an Early Head Start home-based program is to offer families with young children ages 0- 3-year with a Head Start program in the home.

This program will allow children to learn along with their parents in the home. The Early Head Start program will support health requirements for the child and prepare the young student for an efficient transition into a center-based program. The Early Head Start home-based teachers will provide a 90-minute lesson with the child and the parent, and individualized lessons/goals are written for the family. Twice per month the young child and parent attend a socialization event. The Early Head Start home-based socialization will be centered in the north side of the Mountain View School District at Baker Head Start.

The agency meets Licensing Title 22 regulations for child-adult ratios in every center-based classroom, and the Head Start Performance Standards. Each classroom has a Head Start teacher and an Instructional Assistant. Head Start parents volunteer in the center-based part-day and full-day programs, and provide assistance in the center and socialization classrooms. Currently, the agency exceeds the 50% staff qualification requirement outlined in GIM_1304.52 (e)-(f)-(15)v5 Human Resource. The center-based part-day program is provided in a classroom setting for 3.5 hours per day, five days per week for 10 months or 175 days. Full-day Head Start teachers work with students 6.5 hours per day from 8:00 am to 2:30 pm. The full-day Head Start teacher workday is from 7:30 am to 4:00 pm for 10 months. When agency meetings or training sessions are scheduled, full-day teachers are released by a Teacher II. Planning hours for full-day teachers are scheduled in the afternoon before 4:00 pm. Full-day teachers are released for lunch on a daily basis. The agency will continue to enroll eligible 3-year old and 4-year old children into the center-based program options. All part-day centered based classes have a class size of 16 to 17 students in a classroom. Due to Head Start Performance Standards, a classroom serving predominately 3-year old children must maintain an average class size between 15 and 17 children, with no more than 17 children enrolled in any one class. The Mountain View Head Start agency is still projecting an increased enrollment of 3-year old children into the Head Start program for the 2017-2018 program year. This change is because Head Start eligible families with 4-year olds are enrolling their children in the Transitional Kindergarten program at their local school. This is a full-day part-year program offering parents a 6-hour Transitional Kindergarten program. The Mountain View Head Start agency currently serves 456 students. The full-day 6.5 classes will remain at 20 students per classroom, and the Children’s Center with full-day 11-hour classes will remain at 16 students per classroom. In addition, the agency will serve 20 Early Head Start families, including pregnant women, for a total of 476 Head Start



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funded enrollment slots for 2017-2018.

a. If the delegate was under enrolled at the beginning of the 2016-17 program year and/or was unable to fill vacancies within 30 days and sustain full enrollment, what changes are being proposed to achieve and sustain full enrollment?

In early July 2016, the agency requested approval to enroll 100% to 130% over-income families into the Head Start program to meet full enrollment status. Forty-two (42) over-income families were enrolled along with the 10% over-income allowance. On July 1, 2016, forty-eight (48) full-day students were enrolled into the program at the Children’s Center prior to the start date. On August 22, 2016, the agency was fully enrolled in its status for the program. On August 22, 2016, the first day of school, the agency began to fill open vacancies due to enrollment openings not filled by the parents and students not attending school on the first day. On September 23, 2016, the agency was fully enrolled filling all 456 Head Start enrollment slots. The agency has established a wait list for eligible and over-income families. The agency continues to recruit families throughout the school year for the Head Start program to maintain full enrollment status.

3. Proposed Enrollment Reduction

If delegate is requesting an enrollment reduction (proposing to serve less HS children without reducing its budget) or expansion (requesting additional HS and/or EHS slots) provide a rationale that details the proposed plan and justifies the request. More detailed information will also be required in the budget and budget justification section.

Note: Delegate must have a discussion with LACOE HS Director prior to including this request in the application. Per the Administration for Children and Families Information Memorandum HS-08-03, delegates requesting an enrollment reduction must address the items that follow.

Non-Applicable

a. In the box below write a statement(s) about the results of evaluating the current administrative structure and administrative costs to determine if savings can be found.

Review the following:

all non-program staff which is being charged, wholly or in part, to the Head Start grant;



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the necessity of employing each of their administrative staff and the reasonableness of the salaries being paid to such staff

the reasonableness of the percentage of each administrative staff’s compensation which is being charged to the Head Start grant and be sure that percentage is consistent with the amount of time that individual is engaged in Head Start matters

all other administrative costs which can be reduced, including indirect cost rates

Non-Applicable

b. In the box below write a statement(s) about the results of evaluating the current supervisory structure to determine if savings can be found.

In your review consider the following:

Are there some supervisory positions which could be eliminated with minimal impact on program quality or operations?

Such positions as a center director with no classroom responsibilities or intermediate supervisory positions such as, for example, an Assistant Education Coordinator, may be positions which could either be eliminated or combined with other positions. In addition, programs which have an Executive Director who spends the majority of his/her time on Head Start matters may not need a full time Head Start Director as well.

Non-Applicable

c. In the box below write a statement(s) about the results of examining staffing ratios which do not have mandated ratios to determine if savings can be found.

Non-Applicable

d. In the box below write a statement(s) about the results of evaluating the current fringe benefit package to determine if savings can be found.

In your review consider if:

These packages are reasonable and appropriate

The feasibility of joining other programs in the state or region and negotiating as a block for health and other insurance premiums is feasible and result in savings.



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Non-Applicable

e. In the box below write a statement(s) about the results of reviewing travel and other discretionary costs to determine if savings can be found.

Non-Applicable

f. In the box below write a statement(s) about the results of assessing the need for any staff not integral to providing a quality Head Start program consistent with all statutory and regulatory requirements to determine if savings can be found.

Non-Applicable

g. In the box below write a statement(s) about the results of reviewing the reasonableness and cost effectiveness of program operations to determine if savings can be found.

Some items to consider in the review of program operations could include:

An assessment of the way the delegate currently does business in several areas to determine it is always implementing the most cost effective way of providing services

A cost benefit analysis to determine the most effective way to provide the different types of services offered

Non-Applicable

h. In the box below write a statement(s) about the results of reviewing the program options and variations offered to determine if savings can be found while ensuring the options offered meet the needs of the children and families in the community.

Non-Applicable

i. In the box below write a statement(s) about how the program is maximizing other federal funding streams including child care, USDA, TANF and Medicaid/EPSDT funding.

Non-Applicable



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j. In the box below write a statement(s) about how the program is seeking alternative non-federal resources.

Non-Applicable

4. Proposed Enrollment Conversion

If the delegate is requesting to convert Head Start funds to provide Early Head Start services, address to the following:

Note: Delegate must have a discussion with LACOE HS Director prior to including this request in the application

a. Specify the planned reduction in Head Start enrollment and the number of infants, toddlers, and pregnant women proposed to be served.

Non-Applicable

b. Provide information on the amount of funds reallocated from the HS program to support EHS services. You must include more detailed information in the budget and budget justification section.

Non-Applicable

c. Describe how the needs of infants, toddlers, and pregnant women will be met.

Non-Applicable established and enrolled families begin home visits. The agency has a partnership with Foothill Family Early Head Start to provide recruitment information for students transitioning out of Early Head Start into the Head Start program.

d. If the delegate does not currently operate an EHS program provide a detailed explanation of how EHS is proposed to be operated, including the service recruitment areas, program options, qualifications, and training to staff, and the physical infrastructure, including facilities.

Non-Applicable



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e. Provide a description on how the needs of eligible Head Start children will be met with the reduction in HS slots.

Non-Applicable

f. Discuss the transition plan between HS and EHS and specify the proposed timeline for implementation of the conversion.

Non-Applicable

5. Centers and Facilities

Identify the communities with the greatest need for services (refer to the service area matrix developed by LACOE) which the delegate will target for recruitment. Additionally, what changes does the delegate propose to make to its location of centers, home-based programs, and services to ensure families/communities with the greatest needs will be served?

Note: Changes to locations of centers/home-based programs/services must be reflected in Schedule I.

The Los Angeles County Office of Education Head Start Division identified a Service Area Matrix 2016-2017 for Mountain View Head Start. This matrix reports eligible families as: 24 from Avocado Heights, 542 from El Monte, 52 from Industry, and 122 from South El Monte. Although the Mountain View Head Start agency can serve families from these areas, a portion of these communities are outside of the boundaries of the Mountain View School Disrict.

The agency will recruit from Avocado Heights, Industry and South El Monte by using mailer/post cards to all residents living within those areas. In addition, the agency will continue to post flyers at local markets and business. The neighboring district is El Monte City School District, and Avocado Heights is in the Bassett Unified School District. The Industry area is the Hacienda La Puente School District. The Matrix also reports that 43 CSPP students are served. Mountain View School District is funded for 48 part-time CSPP students in a direct State Preschool program. These 48 students are served in three full-day full-year classes with 16 students each, using a wrap around program with Head Start funds. In addition, the agency serves 40 Head Start students in a 6.5 hour full-day 10-month preschool program.

The greatest need for Head Start services is in the portion of El Monte, CA, that is within the Mountain View School District boundaries. The Mountain View Head Start agency will continue to target this area for recruitment. The location of centers will remain the same for the



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2017-2018 program year: three (3) full-day 11-hour Head Start classrooms for 16 students each (48 students) at the Children’s Center in El Monte, CA; four (4) 6.5 hour 10-month programs at the Baker, Maxson, and Children’s Center #4 school sites located in the center of the school district, and nineteen (19) part-time 10-month classes at eight school sites, plus an Early Head Start program serving 20 children, including pregnant women, throughout the school district in a home-based model. In addition, the agency will continue with 11 Head Start home-based slots. The Mountain View Head Start agency has applied for a Dosage/Duration grant. The agency will convert two part-day 3.5 hour 10-month Head Start classes at the Baker site into 6.5 hour full-day classes to be located at Baker Head Start. The Dosage/Duration grant will provide funds for a new facility.

6. Schedule I and K

Complete one Schedule I and K that is inclusive of EHS, HS, EHS-CCP and HS dosage slots. Refer to the instructions in the Schedule I and K workbook for details on completing the form.

Note: If the delegate operates home-based program option and/or combination program options, a calendar (Schedule S) must be completed indicating when the socializations will take place. Delegates operating LACOE CSPP or CCTR must complete a separate calendar indicating the number of days of operation.

7. Recruitment and Selection

Based on community assessment data, LACOE identified selection criteria that prioritize services to the families most in need. The delegate must assign points to the selection criteria to ensure children and families, with the greatest need in their designated service area, are prioritized for enrollment.

Note: Three year old children must be given priority over 4 year old children.

Selection Criteria Item in CP Drop DownDelegate

Points NotesAge Newborn to less than 6 months 10 Out of 18 points

6 months to 11months 11 Out of 18 points1 year to 1.11 years 12 Out of 18 points2 years to 2.5years 13 Out of 18 points

2.6 years to 2.11 years 13 Out of 18 points3 years 13 Out of 18 points4 years 12 Out of 18 points

5 years (when Kindergarten is not available) 12 Out of 18 points



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Points NotesCategorical Homeless (including

transitional Homeless families) 18 Out of 18 pointsFoster Care 18 Out of 18 points

Public Assistance (TANF or SSI) 18 Out of 18 points

Child in Protective Services? Yes 17 Out of 18 pointsDisability Status Child with IEP 18 Out of 18 points

Child with IFSP 18 Out of 18 points

Suspected Disability 18 Out of 18 pointsDual Language Learner? Yes 5 Out of 18 pointsEmployment Status Both parents employed 10 Out of 18 points

Both parents in school or job training program 10 Out of 18 points

One parent employed 8 Out of 18 pointsOne parent in school or job

training program 8 Out of 18 pointsIncarcerated Parent Mother 11 Out of 18 points

Father 11 Out of 18 pointsIncome Eligible 9 Out of 18 pointsMilitary Family 10 Out of 18 pointsParent(s) less than high school education

one parent 10 Out of 18 pointsboth parents 10 Out of 18 points

Pregnant Teen 10 Out of 18 pointsParenting Teen 10 Out of 18 pointsPostpartum Depression Yes 10 Out of 18 pointsReturning Child 18 Out of 18 pointsSingle Parent 12 Out of 18 pointsTransitioning From Early Head Start to Head

Start 18 Out of 18 pointsFrom other Head Start Program 17 Out of 18 points

Referral From DCFS, DPSS, 211 or other referral agency 17 Out of 18 points

Approved Adjustment Factors None None 0 None



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Points Notes None None 0 None

a. If the delegate is adding adjustment factors provide a justification for the proposed criteria.

The Mountain View Head Start Agency will add factors due to the Early Head Start program in the areas of Age Criteria and Postpartum Depression.

b. Describe how the delegate will ensure that not less than 10% of the actual enrollment will be children with disabilities

The Mountain View Head Start agency is committing to seek out all eligible Head Start families with a possible disability. Families of children with disabilities will have the opportunity to enroll in the Head Start program based on enrollment criteria. The agency will continue to recruit for students with disabilities throughout the school year. The agency will establish and renew annually all Memorandums of Understanding (MOU) with the Mountain View School District Special Educational program and the San Gabriel Valley Regional Center to ensure families have access to information on enrollment into the Head Start program. At the annual MOU update with Regional Center the agency will address recruitment efforts to inform families with IFSP about the Head Start program. In addition, the Children’s Center has allowed the Mountain View Special Education Preschool Intensive Needs Program to share the Children’s Center playground during morning and afternoon recess play time. This allows special education preschool students to associate with Head Start preschool students at recess time. A waiver to licensing has been established for the mainstreaming goals for this purpose. The Preschool Intensive Needs Program is a source of recruitment to the Head Start program. The Mountain View Head Start agency attends all IEP meetings for 3-year olds and 4-year olds for transition efforts into the program. Our selection criteria prioritizes children with IEPs, children with IFSPs, and children with suspected disabilities by giving them the maximum points for ranking into the program. In addition, we partner with the Regional Center and LEA to gain referrals for new children entering the School District with diagnosed special needs. In addition, we encourage parents to apply to the Early Head Start program to retain special needs students in the program. When hired, the EHS Secretary I and the ERSEA Coordinator will meet weekly to discuss children on the waiting list with IFSPs to highlight possible vacancies for placement. These meetings will continue until all waiting lists of children with IFSPs are placed, or until the agency meets the 10% enrollment goal.

8. Early Head Start



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a. The Schedule I must reflect a minimum of 46 weeks of service for EHS children. If the delegate is proposing a locally designed program option, describe below how it will ensure continuity of services over a minimum of 46 weeks.

Early Head Start services will be provided for the 46-week minimum.

b. Describe the services provided to pregnant women.

The Mountain View School District Early Head Start program will work with pregnant women enrolled into the program by providing them with weekly 90-minute visits, and giving them information about the program to access comprehensive prenatal and postpartum care. This can be completed through referrals immediately after enrollment and through education on fetal development, using supplemental curriculum Becoming a Mom/Comenzando Bien curricula and adopted Currilcum Partners for a Healthy Baby. The agency will meet compliance with 1302.80-82 on prenatal, postpartum family partnership and infant transition planning when working with such age groups of students and families. Early assessment includes nutritional status, as well as nutritional counseling, and food assistance as needed. Women are also provided health and dental education, as well as mental health services, including substance abuse intervention and prevention to meet comprehensive services. The program ensures that after delivery, women are provided a post-natal visit within two weeks. The agency will mirror the existing home-based program.

C. Approach to School Readiness

School Readiness Plan: As part of this year’s funding application, agencies are required to submit an updated School Readiness Plan. Please use your 2016-17 School Readiness Plan and highlight planned updates for the 2017-18 program year. Updates should be informed by your findings to date for the 2016-2017 program year (inclusive of DRDP and CLASS scores as well as the delegate’s assessment of curriculum fidelity/implementation). To support the updates to your School Readiness Plan, please address the questions below.

a. Describe how the DRDP Assessment scores have informed changes in your School Readiness Plan for the 2017-18 program year.

The Mountain View Head Start agency assesses students three times during the program year starting within the first 60 days of a child’s enrollment, including late enrollments, using the Desired Results Assessment DRDP-2015. The agency retains the original hard copies of the three observations in the child’s file. The agency enters the DRDP-2015 data into the Child Plus program three times per year as follows: First day of school until the first 60 days for the 1st period, December to February for the 2nd period, and March to June for the 3rd period. To monitor the completion and accuracy in data entry, the Data Entry Clerk II provides Child Plus report #5440 to the Program Facilitators and provides Child Plus report #5430 to the



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Administrators. The Program Facilitators monitor each child’s file three times per year. The Program Facilitators utilize Child Plus to generate assessment reports by class and individually, as needed, to analyze results and create an ongoing action plan. The data is aggregated and analyzed by age, IEP status, and years in the program by the Program Facilitator, and the homeroom teacher. The results are shared with the Head Start teachers to collect best teaching strategies and recommend materials to use to improve assessment scores.

Agency education staff members create a Desired Result Assessment Improvement Plan. The DRDP Improvement Plan is analyzed by every measure and summarized by every Domain. DRDP Improvement Plan committee members analyzed trends in the areas of improvement and best practices based on classroom lessons and observations. Every measure is recorded and every domain is recorded on the Improvement Plan. The DRDP data supports the School Readiness plan 2017-2018 by identifying the topic on Individuation for the Head Start and Early Head Start students. Individualization goals will be the focus for all students validated by the IDP goals. Staff development topics for 2017-2018 will include Individualization. The Teacher II’s provide individual coaching to HS teachers on individualization standards outlined in the GIM and following the agency’s policies and procedures. Another staff development topic for 2017-2018 will be how to support duel language learners using the Sobrato Early Academic Language (SEAL) strategies to build on cognitive achievement. The Improvement Plan is updated three times during the program year. The 1st assessment period provides baseline data as it relates to each DRDP domain and each school readiness goal. The 2nd assessment period determines growth made between the 1st and 2nd period for each DRDP-2015 domain. The 3rd assessment period measures growth from the 1st to the 3rd period for each DRDP-2015 domain and each school readiness goal. The agency follows this outlined plan to collect DRDP data each year. The DRDP assessment scores for the 3rd period from the 2016-2017 program year indicate the agency is scoring above the goal of 75% or higher on Building and 75% on Integrating Achievement levels.



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b. Describe program improvements implemented in response to the analysis of child assessment and other data. Provide specific examples as appropriate.



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Early Head Start is a new program for Mountain View School District in the 2016-2017 program years. Thus, we do not have any data from the previous year to analyze. In addition, there is no group data available for the fall 2016 assessment period

Early Head Start is a new program for Mountain View in the 2016-2017 program year. Thus, we do not have any data from the previous year to analyze. In addition, there is no group data available from the Fall 2016 assessment period. However, based on best practices, the 2017-2018 School Readiness Plan for Early Head Start includes activities in social-emotional development because these are foundational skills to help young children eventually be college and career ready, aligning with K-12 Common Core outcomes. In addition, we include a variety of activities for parents and staff around developing children’s language skills. This will give young children the opportunity to grow both their home language of Spanish, and learn English. This boosts brain development, which helps children become school-age ready.

The Mountain View Head Start agency used the 2016-2017 School Readiness Plan to highlight updates for the 2017-2018 program year. Target updates for the School Readiness Plan will be the addition of the Early Head Start program. The DRDP Assessment goals include the following program changes for Early Head Start in the School Readiness Plan for 2017-2018:

Program DRDP Aggregated Data for All Program Options:

The Mountain View Head Start program will assess student data three times per year within the first 60 days of enrollment using the Desired Results Assessment DRDP-2015 tool. The agency will record data according to the Los Angeles County Head Start Contract Exhibit E requirements. The agency will record Head Start data on an improvement plan. The EHS and HS Improvement Plan will be analyzed for every measure summarized by every Domain. All teachers will identify areas of improvement and best practices based on classroom lessons and home lessons and observations. The Head Start and Early Head Start Improvement Plans will be shared with the Policy Committee and School Board members via the monthly Board report.

DRDP Data Used for Individualized Services for Children

Individualization is an ongoing process, which will be implemented in all program options. At the conclusion of each DRDP-2015 period, teachers will collect, analyze, and then utilize individual student data to determine student areas of strength and need. In conjunction with parents, an Individualized Development Plan (IDP) will be created and, at minimum, three goals will be proposed. Teachers will individualize instruction based on IDP goals and focus on specific needs such as goals for students who are English language learners. In addition to these activities, children with an Individualized Family Service Plan (IFSP) will have the opportunity to include one goal to be included in their IDP. An MOU with the San Gabriel/Pomona Regional Center is currently in place to support families with children with disabilities.

DRDP Data Used for Lesson Planning for all Program Option Teachers

Each teacher in the program will create an action plan based on the results for each period. After analyzing the results, all teachers will identify additional instruction related to a specific goal.



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They will individualize lessons for each student according to their individual needs to reach the goal. All teachers will attend Head Start and Case Management monthly meetings to support individual teacher goal setting.

DRDP Data Used to Engage Families in Understanding Children’s Development and Support Children’s School Readiness

DRDP and School Readiness goals are presented to families during the first home visit. During the third home visit, families receive literature related to DRDP with the form titled “Measures at a Glance,” which provides information to parents on how they will be able to provide support to their children toward achieving such goals. During their home visit, teachers and parents identify individual goals and activities to include in the IDP. Parents provide feedback to the teachers about activities or ideas they would like to utilize to support specific DRDP measures that are the current focus on the IDP’s. Early Head Start teachers will provide families with Learning Games activities aligned with the focus DRDP of the week.

DRDP Data on Staff Development Planning The agency reviews the DRDP data results and looks for trends to improve program practices. These trends are identified and listed as staff development topics. The topics are scheduled throughout the year and assigned to the Teacher II”s to plan for presentations for staff development.

DRDP Data SharedThe Mountain View Early Head Start program will inform parents about the assessment data results every trimester. The DRDP 2015 Improvement Plan is shared with Policy Committee members each trimester at the PC meetings. Staff meetings provide a venue to talk about DRDP data and staff members provide input on targeted areas for improvement. Mountain View School Board members receive this information via the Head Start Board report.



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c. Describe how the delegate’s CLASS disaggregated scores have informed changes to your School Readiness Plan to improve instructional quality among teachers with lower CLASS scores, including any coaching or mentoring plans.

The Mountain View Head Start agency uses CLASS scores for recertification and refunding the Head Start grant. For these purposes, the CLASS observational instrument is used to provide evidence about the nature of teacher-child interactions in Early Childhood Education. The agency has a CLASS Lead person in charge, the Director. The Director facilitates the CLASS Committee members including those assigned as Teacher II’s. The Director gathers the committee members to review CLASS data. Teacher II’s work with each classroom teachers to review the data and both parties work together to write an individual CLASS plan. Lower achievement scores are brought to the teacher’s attention so she/he can make proper adjustments on their individual action plan. The CLASS Committee writes an overall agency CLASS plan. This plan is a guide used for the School Readiness Plan.

In the fall of 2014, Mountain View Teacher IIs collected CLASS observations on 50% of the teachers. All Teacher II”s were reliable CLASS observers. In working with the MVSD Teachers Association and the Mountain View School District administration, it was agreed that Teacher II’s were no longer able to collect CLASS observations on peer colleagues. Consequently, CLASS scores were collected on the same teachers in May 2015 by EDUTRAIN Consultants. The agency is still using an outside CLASS observer to conduct CLASS observations and debriefing teachers. These are the Spring 2016 CLASS scores resulted in the following areas:

Negative

Behavior

Instructional

Language

Emotional

Classroom

6.27 1.00 5.83 4.88 6.25 5.94 4.23 2.85 3.04 3.23 6.00 5.47 3.04

Based on Spring 2016 CLASS results, all scores improved with the exception of Regard to Student Perspectives and Instructional Learning Formats.

In Fall 2016, the agency conducted CLASS in 50% of the classrooms with observation completed by EDUTRAIN Consultants, and 50% of the classrooms were observed by the Los Angeles County LAUP CLASS observers. These are the fall 2016 CLASS Scores:



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Negative

Behavior

Instructional

Language

Emotional

Classroom

6.23 1.03 6.03 5.66 5.93 6.09 5.46 2.86 3.07 3.91 6.22 5.83 3.28

In the domains of Emotional Support, Classroom Organization, and Instructional Support, the agency increased its CLASS scores in the fall of 2016.

In preparation for the federal review on CLASS observations, the Mountain View Head Start agency participated in the following CLASS staff development activities:

1. Simulated Professional Development Workshop: On January 24, 2017, the Mountain View agency attended the SPD workshop.

2. ClASS Intro Workshop for Instructional Aides: On October 31, 2016, all Instructional Assistants attended a 4-hour training on CLASS Orientation.

3. Making the Most of Classroom Interactions: The agency sent two Teacher II representatives to attend this training. The training will support CLASS coaching.

4. CLASS Boot Camp: All Teachers II’s attended the CLASS Boot Camp to provide support to the classroom teachers.

5. 2016-2017 Target Coaching for High Priority Teachers: The agency participated by working the LAUP CLASS coaches with twelve (12) high priority teachers.

6. Mini Resources: The Agency provided CLASS resources for all staff members.

CLASS Disaggregated Scores Resulted for Improve in Instruction

Emotional Support:

In the fall of 2016 the agency scored 6.0 in Emotional Support. The lowest rated Dimension was in the area of Regard for Student Perspective. The average dimension score was 5.66. In the spring of 2017 the agency scored 6.31 in Emotional Support. This is an increased score from the fall . The lowest rated Dimension was in the area of Regard for Student Perspective. The average dimension score was 5.64 this is a slight decrease from the fall scores.

Classroom Organization:

In the fall of 2016 the agency scored 5.47 in Classroom Organization. The lowest rated Dimension was in the area of Instructional Learning Formats. The average dimension score was 5.47. In the spring of 2017 the agency scored 5.94 in Classroom Organization. This is an



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increased score from the fall. The lowest rated Dimension was in the area of Instructional Learning Formats. The average dimension score was 5.46 this is an increase from the fall scores.

Instructional Support

In the fall of 2016 the agency scored an average of 3.04 in Instructional Support. The lowest rated Dimension was in the area of Concept Development. The average dimension score was 2.85. In the spring of 2017 the agency scored 2.84 in Concept Development. This is an decreased score from the fall. The lowest rated Dimension was in the area of Concept Development. The average dimension score was 2.84 this is an decrease from the fall scores.

Staff Development Plans for 2017-2018

The agency provided staff development on CLASS each year for the last three years. To support all teachers every teacher was given individual data-driven coaching by the CLASS Consultant EDUTRAIN, and the assigned Teacher II. Head Start teachers are supported by a Teacher II that is CLASS reliable observers to provide demo lessons and coaching support. All teachers received CLASS Professional Development by Edutrain Consultant during Head Start teacher meetings. Eight of the 26 Head Start teachers were high priority identified and those teaching teams, including the Instructional Assistant. These teaching teams were given additional staff development on CLASS strategies based on classroom observations supported by the Los Angeles County Office of Education CLASS coaches. The agency does not pull staff together who have similar need, because CLASS elements are not used for performance evaluation, and pulling staff would target poor performance indicators; rather CLASS strategies are used for quality staff development and presented to all staff members.

The agency has outlined a yearly training plan on the School Readiness Plan and CLASS elements to support the teaching staff in improving CLASS scores and targeted School Readiness goals for the 2017-2018 program year. The training plan was developed by analyzing CLASS data to target CLASS topics for staff members. The training plan focuses on improving CLASS scores and how using CLASS strategies relates to student achievement levels and School Readiness goals including curriculum fidelity. .The agency monitors the Currilcum fidelity by taking observations on curriculum materials used in formal and informal observations by the Administration. Staff development topics identifies at least one month for Currilcum fidelity.

The plan is outlined as:

Mountain View School Readiness and CLASS Training Plan for 2017-2018

Months School Readiness Plan and DRDP Topics

CLASS Topics

October School Readiness Plan DRDP (PD-HLTH 5):

Regards for Student



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Safety

Individualization in lesson plans and IDP

Perspectives

November School Readiness Plan DRDP (COG 4): Number Sense of Math Operations

Curriculum Fidelity.

Language Modeling

December School Readiness Plan DRDP (PD-HLTH 4): Fine Motor

Instructional Learning Formats

January School Readiness Plan DRDP (ELD 4): English Language Development

Quality of Feedback

February School Readiness Plan DRDP (COG 8): Cause and Effect

Concept Development

March School Readiness Plan DRDP (LLD 9): Letter and Word Knowledge

Classroom Emotional Support

Teacher Sensitivity

April School Readiness Plan DRDP (SED 1): Identify of Self in Relations to Others

Positive/Negative Climate

Productivity

June Review Behavior Management

D. Training and Technical Assistance (T&TA) Plan

Use the T/TA Excel spreadsheet to complete the T & TA plan. Note: If the plan is completed correctly, then the summary automatically populates in the EXCEL workbook. Do not delete any of the rows (deleting rows will cause the spreadsheet’s formulas not to work). To remove or replace text, highlight the text in the respective cell, and then press the delete button.



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Also, complete a T&TA Plan(s) that addresses the ongoing support and training needed for teachers, home visitors, and FCC providers to fully and accurately implement the adopted curriculum. Include the trainings that are identified in each of the service area manuals.

The T & TA Plan will automatically populate the summary. Refreshing data in the summary will ensure that the most current data will be pulled from the plan (refer to T & TA Summary Instructions). Verify that the summary information is correct. If an error is found the correction must be made in the plan (EXCEL spreadsheet).



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Section II. BUDGET AND BUDGET JUSTIFICATION NARRATIVE

A budget and budget justification narrative of the funding application is required for all programs: HS, EHS, EHS-CCP, and HS dosage. Delegates must submit a budget justification narrative for each program separately. Delegates must submit separate fiscal schedules for 1) HS/EHS/SPS 2) EHS-CCP/CCTR and 3) HS dosage.

The budget amounts described in this section must align with the amounts identified in the fiscal schedules (EXCEL workbook).

Provide a budget narrative justification for each of the following GABI categories to demonstrate allowability, necessity, reasonableness, and allocability of proposed costs:

1. Organizational Chart

Create an organizational chart in a WORD format and include as a separate file on the flash drive. Create one chart for the traditional grant and one for EHS-CCP, if applicable. The charts must include job titles and the total HS, EHS, and EHS-CCP FTE’s for each position. Include all positions that conduct any program or administrative function for the program (custodians, consultants, interns, etc.) It must delineate the shared decision-making responsibilities and supervision for HS, EHS, and EHS-CCP, include all funding sources, and it must be aligned to the staffing schedules (Schedules B, C, & D). A sample organizational chart has been provided on the flash drive.

Any organizational changes described in Section III. (Personnel) of the Budget Justification must be reflected on the organizational chart. If there are any required positions not funded through HS, EHS, and EHS-CCP insert a footnote in the organization chart.

2. Personnel (GABI Section (a))

Provide a narrative explanation on the reasonableness of your HS/EHS/EHS-CCP personnel costs (salaries and wages) and staffing structure as presented in your organizational chart. Also, describe how the responsibilities of the fiscal officer differ from those of the director. Describe the maintenance/custodial personnel that continue to be funded with the permanent funding increase for maintenance/custodial efforts. For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR).

Maintenance/Custodial Personnel:

The agency used permanent funding to hire a custodial position for an evening custodial worker for 3.75 hours 12-months a year to clean three Head Start sites on a daily basis. Currently, the agency has a permanent Maintenance Worker II and a 3.75 part-time 12-month Head Start custodian since January 2016.

Director:The Mountain View Head Start Preschool program has a limited number of personnel and relies



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on key staff members to assist and perform various duties. The Head Start Director is funded 100% from Head Start funds. The Head Start Director is responsible to evaluate program s staff members, attends to fiscal issues and supports all program services areas. At various times, the Director meets with Head Start parents on education related issues, attends disability and Multi Disciplinary Team (MDT) meetings, supports various training sessions for staff members and parents, and works with maintenance and custodial personnel. Budget Analyst:Mountain View Head Start also has a Budget Analyst who is multi-funded 25% General Funds, and 75% Head Start federal funds. The Budget Analyst is under the direction of the Director of Fiscal Services and coordinates with the Director of Head Start Preschool. The Budget Analyst performs specialized accounting, budget control, and financial and statistical records utilizing manual and computer assisted processes; performs difficult and technical accounting, budget control, fiscal analysis for proposals of grant development, and completes other related work as assigned by the preschool programs.

Principal of Preschool Programs:The Principal of Preschool Programs is funded 100% Head Start. His/her responsibilities require duties in Administration to assist the Director in evaluating program staff members and conduct administrative duties. In addition, the Principal devotes his/her time to Head Start duties in the program service areas of: Disabilities, Mental Health, Social Services/Partnerships, and Education as outlined in the Organizational Chart. The duties assigned is to train staff members, work with parents on issues, facilitate meetings, and work with Family Service Workers on community partnerships, attend disability and RtI meetings, facilitates MDT meetings, and work with parents to identify special need students.

Early Childhood Education Coordinator: The Early Childhood Education Coordinator is funded 20% Early Head Start and 80% Head Start. His/her responsibilities require duties in Administration to assist the Director in evaluating program staff members and conduct administrative duties. In addition, the ECE Coordinator devotes his/her time to Early Head Start and Head Start duties in Education, Health as outlined in the Organizational Chart. The duties assigned are to train staff members, work with parents on issues, facilitate meetings, and work with the Early Head Start staff members.

Office Staff:The Office Manager shares her duties in working with parents with enrollment intake, and securing substitutes daily for the program. The Early Head Start Secretary I funded 40% (EHS) and 60% (State funded) will work on Tier I monitoring for the Early Head Start program. The Clerk Typists I and II are funded 100% by Head Start. The Clerk Typists I and II spend their time assisting parents with enrollment support, answering phone calls, checking in supplies, ordering supplies, and spent on other clerical duties. There is one (1) Full-time Clerk I, (1) Full-time Clerk II, and (1) part-time Clerk II.

Lastly, the Computer Technician is funded by 20% Head Start and 80% Food Services. The Computer Technician’s duties require 5% in Administration and 95% in other related duties to provide teacher training for staff development, and assist teachers at all sites with computer



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troubleshooting.

Child Health and Developmental Services, Family and Community Partnerships Personnel, and Program Design and Management Personnel:

The Organizational Chart shows nineteen (19) center-based part-day part-year teachers 100% HS, four (4) full-day part-year teachers 100% HS, and one (1) home-based teacher 100% HS, two (2) Early Head Start home-based teachers 100% EHS, and a Speech Language Therapist paid 50% through Head Start funds and 50% through CSPP & CCTR funds . In addition, three (3) full-day full-year teachers’ salaries are 100% paid out of the partnership agreement with the Children’s Center CSPP & CCTR program. The full-day program is based on a percentage allocation to provide Head Start comprehensive services to Head Start students at the Children’s Center. The full-day model requires Children’s Center teachers’ salaries to be paid out of the California State Preschool Program. There are three (3) Children’s Center full-day full-year teachers providing Head Start services to the full-day full-year Head Start students attending the Children’s Center.

The organizational chart includes a Health Technician, who is 100% funded through Head Start. The Health Technician performs a variety of planning, organizing, and coordination functions and activities related to Head Start health and nutrition standards. The position specializes in functions pertaining to student health and nutrition appraisals and referrals, and prepares required health and nutrition reports. The agency also includes a Parent Involvement Facilitator on the Organizational Chart. The agency has two (2) Parent Involvement Facilitators 100% funded through Head Start . This position provides a link between the community and the Head Start program, and interprets Head Start regulations, program goals, and objectives. This position assists in planning, organizing, and facilitating Parent Policy Committee meetings, and coordinates parent volunteer services.

The Social Service Facilitator, 100% Head Start, provides a communication link between the community and the Head Start program and interprets Head Start program policies, regulations, goals, and objectives. The Social Service Facilitator is responsible for Tier 1 monitoring support for ERSEA and the Family Community Engagement program.

The School Psychologist and site-based Speech and Language Pathologist provide disabilities diagnostic treatment for children in the Head Start program. The School Psychologist provides service four days per week to the Head Start/Early Head Start program and one day per week to the District Student Support Services program. The School Psychologist is paid 75.80% out of Head Start, 4.20% out of Early Head Start funds, and 20% out of District’s State fund. The School Psychologist serves students in the preschool program and carries out state legal mandates.

The program retains a 50% Speech and Language Pathologist (SLP), and additional Mountain View School District Speech and Language Pathologists provide services as a Non-Federal in-kind share to the Head Start program. The MVSD SLPs are paid by district State funds. The



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Speech and Language Pathologist provides diagnosis, therapy and consultative services for pupils with communicative disorders

DOSAGE Staff: The Mountain View Head Start agency will provide a full-day 6.5 hour 10-month program for 40 Head Start students for the new program year 2017-2018. The Dosage grant or Duration grant is designed to offer young students a full-day preschool program for a traditional 10-month school year, providing them with longer school hours in the day. The Dosage grant will offer opportunities for two existing Head Start teachers to work an extended full-day for 8-hours 10-months. The agency will hire four (4) new Instructional Assistants to support classroom activities, mid-day napping, and afternoon classroom activities.

Baker #3 Classroom Baker #4 Classroom

One existing Head Start teacher to increase work hours from 6.5 daily 10-months to 8-hours 10-months = $9,770

Work: 7:30 AM to 4:00 PM

One existing Head Start teacher to increase work hours from 6.5 daily 10-months to 8-hours 10-months = $9,981

Work: 7:30 AM to 4:00 PM

One existing: Head Start Instructional Assistant working 3.75 hours 10-months.

Work hours: 8:00 AM - 11:45 AM

#3 New: One Morning Head Start Instructional Assistant working 3.75 hours 10-months

Working 8:00 AM - 11: 45 AM

#1New: One mid-day Instructional Assistant/Associate Teacher 3.75 hours 10-months = $18,528

Work: 10:45 AM to 2:30 PM.

#4 New: One mid-day Instructional Assistant/Associate Teacher 3.75 hours 10-months = $18,528

Work: 10:45 AM to 2:30 PM.

#2New: One afternoon Instructional Assistant/Associate Teacher 3.75 hours 10-months = $18,528

Work: 11 AM to 2:45 PM

One existing: Afternoon Instructional Assistant/Associate Teacher 3.75 hours 10-months = $18,527

Working: 11 AM to 2:45 PM

All positions are listed on the organizational chart. They are necessary for program implementation, and all personnel costs for salaries and wages are reasonable.

Head Start Personnel Costs: $3,540,871 (Dosage: $93,862 & HS Basic: $3,447,009)

Early Head Start Personnel Costs: $235,433



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3. Fringe Benefits (GABI Section (b))

In the chart below, provide specific rates (%) and amounts ($) for all fringe costs ensuring that the totals agree to the total fringe benefits budget identified on the fiscal schedules.

Fringe Description DOSAGE

GABI Reference DOSAGE

Budgeted Amount ($) DOSAGE

% of Total Personnel Costs DOSAGE

FICA B1 4,595 4.90%SUI B1 47 0.05%

Workers Compensation B1 2,427 2.586%Health Insurance B2 2,812 3.00%

Pension B3 16,195 17.25%Vacation

Other - MED B1 1,361 1.45%TOTAL DOSAGE 27,437 29.236%Fringe Description

BasicGABI Reference

BasicBudgeted Amount ($)

Basic % of Total Personnel Costs

Basic

FICA B1 99,933 2.90%

SUI B1 1,724 0.05%

Workers Compensation B1 89,140 2.586%

Health Insurance B2 351,473 10.20%

Pension B3 479,073 13.90%

VacationOther - MED B1 49,982 1.45%

TOTAL 1,071,325 31.086%Fringe DescriptionEarly Head Start

GABI ReferenceEarly Head Start

Budgeted Amount ($)Early Head Start

% of Total Personnel CostsEarly Head Start

FICA B1 1,367 0.58%

SUI B1 118 0.05%

Workers Compensation B1 6,088 2.586%

Health Insurance B2 19,946 8.47%

Pension B3 34,239 14.54%

VacationOther - MED B1 3,413 1.45%

TOTAL 65,171 27.676%

a) For non-profit agencies that maintain a vacation reserve account indicate the projected reserve to liability percentage for HS/EHS/EHS-CCP, as of June 30, 2015 (explain if there is any unfunded liability)

Not applicable



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b) For school districts, describe the contingency plan to fund the liability if the grant funding is terminated

The Mountain View Head Start Agency maintains a “pay as you go” option, and the Agency does not accrue unfunded liability in the official financial records.

Describe the contingency plan to fund the liability if the grant funding is terminated; reference LACOE vacation GIM.

Vacation days are not rolled over. Each year, every Head Start employee selects and takes vacation days within the same school year. If this scenario happens and the program is terminated, then vacation days will be paid out on the current year based on the Head Start funding for the year the program was terminated.

Head Start Basic and DOSAGE funds 4. Travel Costs (GABI Section (c))

Describe travel costs that have been budgeted under the Basic grant (do not discuss T/TA related travel in this section). Local (in-county) conference and/or local travel (e.g., mileage) costs must be included in the “Other” category (GABI Section h). For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR).

The Mountain View Head Start Agency will not spend funds on Travel Costs. Travel Costs: $0

4. Equipment Purchases (GABI Section (d)

NO DOSAGE EQUIPMENT PURCHASES

Describe the proposed equipment purchases and explain why it is needed to support program services. Add lines as necessary. For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR).

BASIC EQUIPMENT PURCAHSESGABI Line, Description of Equipment; Location; Funding Source; Procurement Method; Sole Source Justification (if applicable)

# of Units Unit cost

Extended Cost(Unit Cost x Quantity)

Sales Tax

Shipping and Handling Costs Total Cost

1. 0 $0 $0 $0 $0 $0



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1. Describe the proposed equipment leases and explain why the equipment is needed to support program services. Add lines as necessary.

GABI Line, Description, Funding Source

Capital Lease

Lease Term

(from/to)

Location or

Activity

Procurement Method

Reason for Lease

Budget Lease Amount

None None None None None None NoneTotal Equipment Lease Budget 0

D1 – Office Equipment Subtotal: $0D2 – Class/Outdoor Equip. Subtotal: $0D3 – Vehicle Purchase Subtotal: $0D4 – Other Equipment Subtotal: $0

All Equipment Total: $0

2. (b) Potential Equipment Purchases not included in GABI

Describe proposed additional equipment purchases and explain why it is needed to support program services. These may be funded with program savings and/or available one-time supplemental funds.

GABI Line, Description of Equipment; Location; Funding Source; Procurement Method; Sole Source Justification (if applicable)



Sales Tax


1. Marquee Main Office

1 $75,000 $75,000 0 0 $75,000

2. 3.

D1 – Office Equipment Subtotal: 0D2 – Class/Outdoor Equip. Subtotal: 0D3 – Vehicle Purchase Subtotal: 0D4 – Other Equipment Subtotal: 0

All Equipment Total: $75,000

5. Supplies (GABI Section (e))

Include costs of consumable supplies and tangible personal property (e.g., physical items) having a life expectancy of less than one year and a cost of less than $5,000. This must include tax,



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shipping and installation costs. For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR).

DOSAGE SUPPLIES

Description of Item Sub Totals AmountGrand Total

E1 - DOSAGE Office Supplies o 5 computer replacements Baker Classrooms @ $1,799 =

$8,995o Office supplies, paper = $6,000

o Office Furniture, hutch, desk chairs = $15,000

$29,995Grand Total of Supplies

E2 - Child and Family Service Supplies Sub Totals $15,000

o Educationo Currilcum Replacement Consumables (on an average costs) = $6,000 o Games, toys and books = $9,000o Dental Supplies $1,000o Disabilities $1,000o Medical Supplies including emergency supplies $1,000o Mental Health $1,000o FCE $1,000

E2 Subtotal: $20,000Grand Total of Child and Family Services Supplies

E3 - Food Service Supplies $3,000Grand total of Food Services Supplies

E4 - Other Supplieso Transportation o Maintenance Supplies $3,000

Grand Total of Maintenance Supplies

o Other

o Transition Supply (To support park rental, materials for parents) = $1,000

o TB Clinic and Immunization support = $200

$1,600Sub total of Other Supplies



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o Staff Appreciation = $400E4 Subtotal: $4,600

Grand Total of Other supplies

BASIC SUPPLIES

Description of Item Amount E1 – Office Supplies

Office Supplies Computers for Admin replacement and (3) computers for Team Management(replaced on a rotating basis) @ $1,799 per unit = $5,397Replace (2) scanners @ $476 per unit = $952Sub Total: $6,349 Various Supplies General Office = $ 3 ,000 HS Teachers 2x per year toner

$6,349$ 3 ,000 $9,349Grand Total Basic Office Supply

E2 - Child and Family Service Supplies o Education

Warehouse Start Up OrdersStartup Cost per teacher :19 part-day @ $50 = $950(Home based teacher included) 4 full-day @ $60 = $2403 CC full–day @ $60 = $180Sub Total = $1,370

Entire Year Warehouse Warehouse orders per teacher:19 part-day @ $150 = $2,850(Home based teacher included)4 full-day @ $150 = $600 3 CC full-day @ $150 = $4501 SLP @ $150 = $1501 Psychologist @ $150Sub Total = $4,200Fall or First Quarter Buy Out is to purchase items outside of the School District Warehouse Catalog 26 part-day & full-day @ $250 = $6,5001 SLP @ $250 = $2501 Psychologist @ $200Sub Total = $6,950

Head Start Classrooms Technology Replacements

Warehouse Start-up orders = $1,370Sub total warehouse

Warehouse Entire Year orders = $4,200 Sub Total

Fall Buy Out = $6,950Sub Total



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Head Start classrooms: replace 3 computers @ $1,799 = $5,397Sub Total = $5,397

Curriculum Replace Consumable SuppliesCreative Curriculum replacement materials = $10,000Sub Total = $10,000

Play furniture for classroomsPlay furniture replacement $13,000Across all sites see Inventory log

Indoor/Outside SuppliesIndoor/Outside kitchen supplies $10,000Across all sites see Inventory log

Classroom games, toys booksClassroom games, books = $7,000

Technology Replacements = $5,397 Sub Total

Curriculum Replacement Supplies = $10,000 Sub total

Play Furniture Supplies = $13,000Sub Total

Indoor/Outside Supplies = $10,000Sub TotalGames, toys, books = $7,000Sub total

Dental Supplieso 26 Teachers @ $157.70 = $4,100

Dental Supplies Sub Total = $4,100

Disabilities Supplieso 26 Teachers @ $110 = $2,860

Disabilities SuppliesSub Total = $2,860

Medical Supplieso 26 Teachers @ $1,200

Medical SuppliesSub Total = $1.200

Mental Healtho 26 Teachers @ $100 = $2,600

Mental SuppliesSub Total = $2,600

Family Community Engagement Supplieso For CSEFEL Trainings $1,000

Family Community Engagement Sub Total = $1,000

E2 Subtotal: $69,677 Grand Total

E3 - Food Service Supplies Food Service Supplies 26 Teachers @ $100 Total = $2,600

Grand Total E4 - Other Supplies



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o Transportation Supplies Books on Transportation = $200

Transportation Supplies Sub Total = $200

o Maintenance Supplies Custodial Supply = $500 Fuels - Maintenance Truck = $500

Maintenance Supplies Sub Total = $1,000

o Other Transition Supply & Park Rental = $3,501 TB Clinic = $2,000Supplies for TB Clinic includes: TB serum for injections, community park rental costs, sanitation supplies for clean up and paper materials for documentation.

Staff Appreciation Meeting = $400 Office Furniture = $5,000

Other SuppliesSub Total =$10,901

E4 Subtotal: $12,101Grand Total

6. Contractual (GABI Section (f))

Provide the following details for each of the requested contracts. Include the costs of contracts associated with only incorporated individuals or organizations in this section. Do not include unincorporated consultants, e.g., sole proprietors, in this section. These consultants must be budgeted in the “Other” section (GABI Section (h)). Add lines as necessary. For service area providers (e.g. health, mental health) specify the service area, hourly rate and number of hours required. For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR).

DOSAGE CONTRACTURAL

ContractorNature – Relevance of

Services

Procurement Method;

Sole Source Justification

GABI Line Number;

GABI Description Amount

1. Great Western Termite and Pest Control

$26.00 month service per classroom for 12-months = $312For two double wide rooms at Baker Head Start = $624. July 1, 2017 through June 30, 2018.

Bid Trough District Process. The Mt. View School District has a district wide contract.

$624



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BASIC CONTRACTURAL



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Services

Procurement Method;


GABI Line Number;


2. Copy Machine Kyocera

Room FSC E1805Workroom E1804Main Office E1799

Bid Through District Process. The Mt. View School District has a district wide contract.

$15,000.


26.00 monthly @ 10 months 15 classrooms Baker = 2/ Cogswell = 2/ Maxson = 3/ Monte Vista = 2/ Miramonte = 1/ Payne = 2/ Parkview = 2/ Kranz #3 = 1


$3,900.


26.00 monthly 1 office building FSC 26.00 monthly 12 months


$312.


26.00 monthly12 months 1 building Children’s Center Dining Room


$312.

Sub Total $19,524

7. Renovations or Construction (GABI Section (g))

Complete the following table describing in detail the renovation(s) and/or construction activities supported by this budget. All renovations included in this section must be major renovations and a facilities checklist must be included with this application. Incidental alterations/renovations are to be included in section H7. Add lines as necessary. For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR).

Description and Location of Project

Completion Timeline; Davis-Bacon Compliance GABI Line Number;

GABI Description;Amount

1. None None None

8. Other Direct Costs (GABI Section (h))

Include costs for those items not budgeted on any other budget line and describe them in detail here. Describe the project or activity that substantiates the accompanying budget line item amount. Agencies must at a minimum include items identified through the Health and Safety



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Screener reviews that can be addressed through this grant (H6 or H7). For Incidental Alterations/Renovations over $25,000 a facilities checklist must be included with this application. For consultant contracts describe how services will be provided (e.g. intern, sub-contractor). While facilities leases belong on line H2, equipment leases belong in GABI Section D. For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR) in each of the justification line items.

DOSAGE OTHER DIRECT COSTS

GABI Line Item

Description Amount Justification

H1 Depreciation/Use Allowance 0 Provide justification in item 1 below

H2 Rent 0 Provide justification in item 2 below

H3 Mortgage 0 N/AH4 Utilities, Telephone $5,000 N/A

H5 Building & Child Liability Insurance $50 N/A

H6 Building Maintenance/Repair and Other Occupancy $11,432 N/A

H7 Incidental Alterations/Renovations 0 N/A

H8 Local Travel 0 N/A

H9 Nutrition Services $200 Provide justification in item 4 below

H10 Child Services Consultants 0 Provide justification in item 4 below

H11 Volunteers 0 N/A

H12 Substitutes (if not paid benefits) 0 Provide justification in item 4

below

H13 Parent Activities/Services $4,800 Provide justification in item 3 below

H14 Accounting and Legal Services 0 Provide justification in item 4

below

H15 Publications/Advertising/Printing $6,000 N/A

H16 Training or Staff Development 0 Provide justification in item 4

below

H17 Other $1,000 Provide justification in item 5 below

Dosage Sub Total= $28,482



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BASIC OTHER DIRECT COSTS

GABI Line Item


H1 Depreciation/Use Allowance $0 Provide justification in item 1 below

H2 Rent $0 Provide justification in item 2 below

H3 Mortgage $0 N/AH4 Utilities, Telephone $9,775 Utility Usage = $9,775

H5 Building & Child Liability Insurance

$1,872 N/A

H6 Building Maintenance/Repair and Other Occupancy

$57,984 N/A

H7 Incidental Alterations/Renovations

$0 N/A

H8

Local Travel

MVSD rental per bus = $390 Bus Groups: 15 trips

Baker I AM/PM = 1Baker 3 FD & Baker 4 FD=1

Cogswell 1 AM/PM = 1Cogswell 2 AM/PM = 1

Maxson AM/PM = 1

Maxson FD & Kranz #3 = 1

Miramonte AM & Miramonte PM = 1

Monte Vista 1 AM &Monte Vista 2 AM = 1

Parkview 1PM = 1 Parkview 2 AM/PM=1

Payne 1 AM/PM = 1Payne 2 AM/PM = 1

3 CC = 3 trips

$18,673 Admission Costs:445 children @ $4.50 = $2,002. 26 classes for 6 Adults per class 156 @ $7.50 for admission costs $1,170Sub Total= $3,172

Bus Costs Fieldtrips 15 x $390 = $5,850

Children’s Center 3 classes for 6 Adults per class 18 @ $7.50 for admission costs $135Admission 48 children @ $4.50 = $216Sub Total= $351 Sub. Fieldtrip. Total = $9,373

$365 for 20 team members Staff mileage$7,300

$2,000 custodial mileage travel costSub. Total = $ 9,300

H9 Nutrition Services $64,892 Provide justification in item 4 below

H10 Child Services Consultants $122,705 Provide justification in item 4 below

H11 Volunteers $0 N/A



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H12 Substitutes (if not paid benefits)

$0 Provide justification in item 4 below


H14 Accounting and Legal Services


H15 Publications/Advertising/Printing

$21,300 N/A

H16 Training or Staff Development

$2,206 Provide justification in item 4 below


Basic Sub Total= $321,487

1. Depreciation/Use Allowance: Explain any depreciation or use allowance budgeted.

None

2. Facility Rent or Lease Contracts: Complete the following table, providing information for all Equipment and Facility Rent/Lease Contracts. Add lines as necessary.

Site Name;Landlord/Lesser;

Term Start Date

Term End Date

MonthlyRent

Annual Payment

None None None None None

3. Parent Activities: Describe each activity and the associated budget.

DOSAGE PARENT ACTIVTITES

Parent Involvement 2 Full-day classrooms Baker @$45.00 = $90

Supplies plaques, awards, certificates= $1,710

Parent Involvement Food for Policy Committee Meetings = $1,000

Parent Involvement Supplies = $500

Parent Materials for Transition = $1,500

Parent Service Sub Costs = $4,800

BASIC PARENT ACTIVITIES

H13 Parent Services Cost of $17,080 Parent Involvement 19 part-day & 2 full-day 6-hr & 21 classrooms @ $45.00 @ $945



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3 CC Full-day classrooms $45.00 @ $135Sub. Total = $1,080

Supplies plaques $4,871Awards/Certificates $3,010Sub Total = $7,881

Parent Involvement Food $967Supplies $6,152Sub. Total = $7,119

Parent Materials for TransitionSub. Total = $1,000

Total Costs = $17,080

Justification: Head Start parents volunteer in the classrooms, and as a result in-kind hours are accumulated and tracked. Parent are recognized for their participation in the program if they earn more than 400 volunteer hours. The Male Involvement program is also recognized.

4. Unincorporated Consultant Contracts: Describe sole proprietors/consultants that are budgeted in H9, H10, H12, H14, and H16. Identify the line item where the budgeted amount has been included. For all consultants in H10, include: a) service area b) hourly rate c) number of hours budgeted.

DOSAGE UNINCORPORATED CONSULTANT CONTRACTS

None

BASIC UNINCORPORATED CONSULTANT CONTRACTS

H9 . Nutrition Services Cost of $64, 892 227 students @ .90 cents= $204.3 for 175 days = $35,753.48 student snacks $.90 cents at $43.20 for 242 days = $10,455Snacks during socialization for the home based program, 11 adults snacks @ $0.90 = $9.90 @ 22 socializations = $218.26 adult meals (lunch) (1 per classroom) 26 classroom $3.50= $91. for 175 days = $15,925 3 adults meals (lunch) for 1 adult per classroom 3 full-time classrooms $3.50 daily= $10.50 for 242 days = $2,541Sub. Total = $ 64,892

H10 . Child Services Consultant Cost $ 122,705



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NutritionistPatino Assoc. 8-hours for 106.21 days rate $498.46 Contract = $52,942Consultant. Name of the organization/contractor: Maryanne Patino RDThe nutrition consultant will work a standard 8-hour day for 106.21 days at an average rate of $498.46 per day for an annual fee of $52,942.

Nature of service: To provide nutritional assessment counseling, information, and education to train staff and Head Start parents and act as a nutritional resource. To update policies and procedures as needed. To maintain nutritional data according to Head Start Performance Standard 1304.52 (d) (3).

Procurement Method to be used: Procurement method used - competitive bids. MVSD uses a procurement procedure when contracting for services on a year-to-year basis. Three quotes are requested (by calling other sources) and the least amount is granted the contract. This is called a Competitive Bid. This contract is from 7/01/17 to 06/30/18^^^^^^^^^^^^^^^^^^Vision Consultant

Dr. Steven Johnson $4.75 @ 445 students = $2,113.Nature of Service: Vision screening for 445 Head Start/State Preschool students. 445 students @ $4.75 vision screening = $2,113.

Relevance of the service to the program: Requirement of the program. It is cost effective to secure contract service for this purpose due to the cost of hiring qualified staff. Job descriptions of staff members do not allow for vision screenings. Vision screenings are not attempted by the medical physicians or care providers due to the age of the students, or the cooperation of the students. Care providers refer families to an optometrist for vision screenings. The first priority for payment is families’ medical insurance, and the second priority is to use Head Start consultants for vision screenings. The consultants ensure all Head Start students receive a vision screening.

Procurement Method to be used: Procurement method used - competitive bids. MVSD uses a procurement procedure when contracting for services on a year-to-year basis. Three quotes are requested (by calling other sources) and the least amount is granted the contract. This is called a Competitive Bid. This contract is from 7/01/17 to 06/30/18.^^^^^^^^^^^^^^^^^^Incidental Health Services Various referrals (if needed) The Agency is required to maintain funds for a medical consultant if needed for special medical cases. Contract = $300^^^^^^^^^^^Dental Consultant



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Various referralsContract = $3,500Type of service to be obtained: Dental careName of the organization/contractor: Dental Consultants (to be determined by the list of Dental Providers) to include: Elder Heras, DDS, Eastern L. A. Dental Gary Yang, DDS, Atlas Dental Care Miles Madison DDS, Kim Family Dentistry Frank H. Kim DDS, Santo Nino Family Dental Tesse T. Sy DDS, Select Dental Practice Raffi Guedikian DDS, Universal Family Dental Care Kim Chi T. Do DDS, Bright Smile Dental Care, Children’s Dental Building Stirling T. Kurumada DDs, Children’s Central Funzone, Happy Dental Land, Peck Family Dentistry Henry Nguyen DDS and Diane Nguyen DDS, Universal Family Dental Practice Emily Q. Letra DDS, may Valley Dental May Thet Naing DDS, Oscar Trigoso DDS

Nature of service: To provide dental screenings and dental treatment as diagnosed by the dentist.

Procurement Method to be used: Procurement method used – not competitive bids. MVSD does not use competitive bids for dentists. If the family has established prior history with a dentist, then we continue with the same dentist because the dentist conducted prior work. If not, a new dentist is selected then we go with the lowest bid. This contract is from 7/01/17 to 06/30/18.^^^^^^^^^^^^^^^^^^^^Grant Writer ConsultantCommunity Assessment and Refunding GrantContract = $10,000Type of service to be obtained: Community Assessment and grant writing Name of the organization/contractor: Dr. Margaret Lutz Nature of service: To update the Agency’s Community Assessment by collecting current community data within El Monte boundaries, identifying trends and outstanding information within the community, and assisting in writing the Refunding Application. Relevance of the service to the program: Requirement of the program.

$150.00 per hour not to exceed $10,000 or 66.67 hours

Procurement Method to be used: Procurement method used - competitive bids. MVSD uses a procurement procedure when contracting for services on a year-to-year basis. The bid process begins in May of each school year. Three quotes are requested and the least amount is granted the contract. This is called a Competitive Bid. This contract is from 7/01/17 to 06/30/18^^^^^^^^^^^^^^^^^^^Registered Nurse Consultant I330 hours @ $75.00 = $24,750Contracts = $24,750Type of service to be obtained: Registered Nurse ConsultantName of the organization/contractor: Tamara Hart, RN and/or other RNs TBDThe Nurse consultant will work on mandated health regulations at a rate of $75.00 per



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hour not to exceed 330 hours for an annual fee of $24,750Nature of service: To review health files of every Head Start student within 90 days of entry into the program; staff training on medication administration; develop individualized Health Care plans and 504 plans as needed; and provide staff training and recommended health procedures; and follow Head Start Performance Standards 1304.22.

Procurement Method to be used: Procurement method used - competitive bids. MVSD uses a procurement procedure when contracting for services on a year-to-year basis. Three quotes are requested (by calling other sources) and the least amount is granted the contract. This is called a Competitive Bid.

This contract is from 7/01/17 to 06/30/18

Registered Nurse Consultant II168 hours @ $75.00 = $12,600Contracts = $12,600Type of service to be obtained: Registered Nurse ConsultantName of the organization/contractor: Melinda Jolley or other RNs TBDThe Nurse consultant will work on mandated health regulations at a rate of $75.00 per hour not to exceed 168 hours for the first 100 days of enrollment for an annual fee of $12,600.Nature of service: To review health files of every Head Start student within 90 days of entry into the program; staff training on medication administration; develop individualized Health Care plans and 504 plans as needed; and provide staff training and recommended health procedures; and follow Head Start Performance Standards 1304.22.



^^^^^^^^^^^Teach Stone5 Teacher IIs @ $300 = $1,500Fees per test = $1,500Type of service to be obtained: To renew CLASS Reliable RecertificationName of the organization/contractor: Touch StoneThe Agency is required to retain CLASS Reliable coaches on staff at all times.Nature of service: Fee cost to renew CLASS test for five (5) Teachers on Special Assignment. As followed by the Head Start Act Recertification

Procurement Method to be used: Procurement method used – Sole Source Vendor. Teach Stone is the sole vendor to offer CLASS testing and recertification.



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^^^^^^^^^^^EDUTRAIN CLASS OBSERVATIONS Contracts = $15,000Type of service to be obtained: CLASS ObservationsName of the organization/contractor: EDUTRAINThe EDUTRAIN consultants will observe in the fall= $7,500 and Spring= $7,500 Total $15,000Nature of service: To provide CLASS observations for 50% of the Head Start teaching staff for fall and spring. EDUTRAIN will collect documentation, compute the scores, and debrief with the teacher and the Teacher II.

Procurement Method to be used: Procurement method used – Sole Source Vendor EDUTRAIN is a vendor certified by Teach Stone to collect CLASS observation and tally scores and debrief with the Teacher and the Teacher II.


H12 . Substitutes = $0

H14 . Accounting and Legal Services = $0

H16. Staff Development = $ 2 , 2 06 of which $2,000 is for teacher training/orientation on: CLASS, ECERS/OHSMP, Creative Curriculum, Care and Supervision, RtI and Home Educators training supplies, and $206 for Team Management Retreat meetings.

Sub Total = $189,803

5. Other Expense included in Other Category (H17 above): Any “other expense” budgeted in the “Other Category” must be explained in this section. Include costs for those items not budgeted on any other budget line and describe them in detail here. Provide a narrative that describes the project or activity that supports the budget line item amount.

DOSAGE OTHER EXPENSE

H17 Other = $1,000 The Agency will use these funds for finger printing new employees with live scan and health requirements. The cost is = $1,000

BASIC OTHER EXPENSE

H17 Other = $5,000 The Agency will use these funds for finger printing new employees with live scan requirements.



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The cost is = $1,000The Agency will use these funds for licensing fees for the standards cost for the facilities = $4,000.

6. Permanent maintenance/custodial increase: Describe any non-personnel costs (indicate line items) that continue to be funded with the permanent increase for maintenance/custodial needs.

BASIC PERMANENT MAINTEANCE/CUSTODIAL

The Mountain View Head Start Agency has planned for annual costs for custodial expenses at all Head Start. The maintenance worker II will have a truck and tools for supplies. Ongoing costs for gas will be included.

9. Non-Federal Share (GABI – Non-Federal Share Column)

Describe all non-federal share matching sources (refer to LACOE NFS Manual). Include the number of volunteer hours, the volunteer wage rate and fringe benefit rate. Non-federal share reported by other agencies may not be used, but DAs may use one-half of the LACOE partnered CSPP Funds since LACOE will only be using one half of these funds as non-federal share.

DOSAGE NON-FEDERAL SHARE

The Mountain View Head Start/State Preschool Delegate Agency monitors in-kind contributions monthly and throughout the year. Projections and previous trends are reviewed. Staff members are reminded of allowable contributions and a monthly award certificate in honor of the greatest number of classroom volunteer hours is presented at Policy Committee meetings. Training and Technical Assistance funds are granted as Federal Resources.

Volunteers: Parent Volunteers :

The Agency calculates hours of parent volunteers at 2,085.53 hours at an average rate of


Custodial Supplies (replacements of: cart, vacuum, bucket, mop, broom, dust pan, uniform, annual uniform, and mileage)

Maintenance Supplies (tool case for the truck, tools, and annual uniform, and fuel)

Line Item:

E4-Other Supplies: $500

H8-Local Travel: $2,000

Cost: $2,500

Line Item:

E4-Other Supplies: $500

Cost: $500


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$17.37 for a total of $36,225. The Agency calculates their fringe benefits at an average rate of 28.386% for a total of $10,283.

Speech Therapist: The Head Start program also receives in-kind services from a Speech Therapist. The program receives approximately 50 hrs @ $91.52 = $4,576 plus fringe benefits of $916. The rate is based on an average of all currently employed Speech Therapists’ salaries. In-kind contributions for earned salaries and benefits are not paid from federal funds.

Total volunteer cost donated for the school year 2017-2018 is $52,000.

Other In-kind Contributions:

None

BASIC NON-FEDERAL SHARE


Volunteers:

Parent Volunteers :The Agency calculates hours of parent volunteers at 52,807.23 hours at an average rate of $17.37 for a total of $917,261. The Agency calculates their fringe benefits at an average rate of 28.386% for a total of $260,374.

Speech Therapist: The Head Start program also receives in-kind services from a Speech Therapist. The program receives approximately 200 hours @ $91.52 = $18,304 plus fringe benefits of $3,664. The rate is based on an average of all currently employed Speech Therapists’ salaries. In-kind contributions for earned salaries and benefits are not paid from federal funds.

Total volunteer cost donated for the school year 2017-2018 is $1,199,603.

Other In-kind Contributions:

The State portion of the Child and Adult Care Food Program or National School Lunch program is estimated $29,819.

Community donations average to $4,000 in miscellaneous materials. Based on past years, donations consisted of: baskets, crayons, paper, glue, blankets, toys, dress up clothing, and play



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kitchenware.

The Nutritionist Consultant is the Head Start consultant, contracted by the program, working hours above the contract agreement to provide other nutritional services to the Agency not included in the contractual agreement - Nutrition Consultant @ $62.31/hr. for 100 hrs. = $6,231 with no fringe benefits.

Vincenti Lloyd & Stutzman, LLP provides audit services for the School District in the amount of $42,000. A percentage of this amount, 4.846% or $2,035, is used to contribute for the Non-Federal Shared under Audit Services for the Head Start program.

Total Non-Federal Resources at 25% In-kind $1,241,688.

10. Cash and Other Resources

Complete the table below for cash and other resources. This includes cash, other federal funding, state funding, and local government funding. Cash received as non-federal share is not counted as match until it is spent.

Source of Funding Amount Estimated or Actual

Variable or Fixed

Used as Non-Federal Share

USDA/CACFP/NSLP (Federal Portion)

375,682 Estimated Variable

CACFP (State Portion)

29,819 Estimated Variable Yes

LACOE CSPP 0 Actual Variable YesAgency CSPP 456,728 Estimated Variable YesLACOE General Child Care (CCTR)

0 Estimated Variable

Agency General Child Care (CCTR)


Los Angeles Universal Preschool

0 Actual Variable Yes

First Five LA 0 Actual Variable Yes

11. Program Income

LACOE requires prior approval for the use of program income. Identify all potential sources of HS/EHS program income and explain how it will be used in the program. See federal regulations 45 CFR 75.307. Please note: Inclusion does not constitute prior written approval; the DA must still request prior written approval from the grantee and OHS before earning and use of program income.

The Mountain View Head Start/State Preschool program is not anticipating any program income



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for FY 2017-2018.

12. Financial Management System

Describe the organization’s financial management system and internal control environment to maintain effective control and accountability for grant funds, property and other assets.

Mountain View School District maintains a financial management system and internal controls that ensures proper apportionment and record keeping of expenditures that are followed. Please see the flowchart file attached.

13. Cost Allocation Plan

All agencies must submit a current board-approved cost allocation plan with this application.

1. What programs does your program collaborate with in order to provide support or supplemental services to eligible HS children and families?

The Mountain View Head Start Preschool Delegate Agency’s 2017-2018 enrollments include: 317 Head Start students in part-days, 48 Head Start students in an 11-hour full-day full-year program 242 operational days per year, 80 Head Start students in a 6.5 hour full-day part-year program for 175 operational days per year, 11 Home-based program students, and 20 Early Head Start program students for a total of 476 preschool students enrolled annually. The 48 full-day 11-hour full-year enrollment slots are the second program option for the Mountain View Head Start Preschool program, and the 80 full-day 6.5-hour part-year program is the third program option. The 2017-2018 Basic Head Start Budget is $4,953,072 and the Training and Technical Assistance budget is $13,680. The 2017-2018 Early Head Start budget is $416,860. The anticipated funding is sufficient to implement planned program activities, personnel costs, and facilities maintenance.

2. Explain how each of the other programs receive their funding, the timing of that funding to the delegate, and the effect on the purchase of goods and services to your HS program and the collaborative program.

Monthly Mountain View Head Start costs are covered through the monthly cash advance requested from LACOE. The cash advance amount is the estimated expenditures for the following month for the Head Start program. After Mountain View School District submits the cost report for the month, LACOE’s Grant Management Project office will reimburse (transfer in) or deduct (transfer out) the difference between the cash advance and the total cost report for the Head Start program for that month.



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3. Describe the internal controls the DA has in place to avoid the use of unallowable inter-fund loan activities related to cost allocation

The District has established an internal control system that ensured that proper apportionment and recording of expenditures procedures are followed. Please see the AP flowchart file attached.

4. Provide an explanation of how the delegate ensures that the use of HS/EHS/EHS-CCP funds to cover the total costs of the collaborative effort are documented and that any pro-rata share of the costs to the partner programs is reimbursed to the HS/EHS/EHS-CCP program in a timely manner. Include in your description how the reimbursement is monitored to ensure appropriate charges to all programs is documented and the timing of the reimbursement from the alternative funding source to the HS/EHS/EHS-CCP program. The Mountain View Head Start/State Preschool program entered into an expansion partnership with General Child Care, now called California State Preschool Program (CSPP), in 2001-2002. A total of 48 children that are 100% Head Start eligible began receiving full-day full-year services.

According to the partnership agreement, California State Preschool Program (CSPP) will pay 100% of three full-day full-year preschool teacher salaries. CSPP also pays for seven (7) 3.75 hours 12-month Instructional Assistants at 46.70% from CSPP funds and 53.30% from Head Start funds. Support staff costs are direct costs and 100% paid by Head Start funding.

In addition, the salaries and benefits of multi-funded employees are paid through different funding souces and monitored monthly by the Budget Analyst (Head Start Accountant). Any incorrect charges will be transferred out to the correct fundings on a regular basis.

5. Provide a detailed explanation for how the pro-rata costs for HS/EHS/EHS-CCP and your partnered programs are calculated. Also, include an example of the pro-rata charges.

Cost allocation calculation - The students in the full-day full-year classes are all Head Start income eligible students; therefore, costs related to their collaborative efforts are pro-rated based on the available funding of the CSPP. Currently, personnel funding percentages for Head Start is 53.30% and California State Preschool Program is 46.70%. Example of the pro-rated charges;

Personnel State Preschool46.70%

Head Start53.30%

Total Costs100%

Head Start Instructional Aide $8,398 $9,585 $17,983Fringe Benefits $1,050 $1,199 $2,249

$9,448 $10,784 $20,232



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14. Plans for Future Budget Needs

Long term fiscal planning is an essential part of developing an annual budget. The process of multi-year fiscal planning is a proactive approach to ensure that sufficient funds are strategically allocated to replace resources on an ongoing basis.

a. Discuss the delegate’s plan to meet potential COLA/merit increases in the 2017-18 program year assuming no additional funding will be available from the OHS for the program year.

The Cost of Living increase is negotiated between the Mountain View School District and the Mountain View Teachers’ Association and the California School Employee Association bargaining units. The Mountain View Head Start Delegate Agency has a defined plan if Cost of Living funds are not available for the 2017-2018 program year. If COLA funds are not granted, then the Agency will consider reducing funds from the basic budget such as reducing additional duty hours, fieldtrip expenses, repair funds and limit the supply expenses to the minimum to cover the increases in personnel costs.

b. Provide a detailed description and/or update of any renovation/replacement projects to be completed in the next four years 2016-2017 through 2018-2019) program years) in Schedule L. For each of the delegate’s sites, describe the planned renovations and property/equipment replacements in order of priority (highest to least) so that those with the highest priority are proposed for action first. Also, identify the expected source of funds that will finance the planned improvement projects and property/equipment replacements, with the expectation that HS supplemental funding will not be available.

Early Head Start Budget 3. EHS Travel Costs (GABI Section (c))

Describe travel costs that have been budgeted under the Basic grant (do not discuss T/TA related travel in this section). Local (in-county) conference and/or local travel (e.g., mileage) costs must be included in the “Other” category (GABI Section h). For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR).

The Mountain View Head Start Agency will not spend funds on Travel Costs. Travel Costs: $0

4. EHS Equipment Purchases (GABI Section (d))

Describe the proposed equipment purchases and explain why it is needed to support program services. Add lines as necessary. For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR).



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Sales Tax


Total

The above equipment is necessary for the Early Head Start program used for socializations for young children ages 0-3 year old for Baker Head Start site. Two piece of playground equipment will be installed for younger students at Baker.

Describe the proposed equipment leases and explain why the equipment is needed to support program services.

GABI Line, Description, Funding Source

Capital Lease

Lease Term

(from/to)

Location or

Activity

Procurement Method

Reason for Lease

Budget Lease Amount

None None None None None None 0Total Equipment Lease Budget 0

D1 – Office Equipment Subtotal:D2 – Class/Outdoor Equip. Subtotal:D3 – Vehicle Purchase Subtotal:D4 – Other Equipment Subtotal:

All Equipment Total: 0

5. (b) EHS Potential Equipment Purchases not included in GABI

Describe proposed additional equipment purchases and explain why it is needed to support program services. These may be funded with program savings and/or available one-time supplemental funds.



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Sales Tax


1. EHS Play equipment

1 $75,000 0 0 0 $75,000

2. 3.

D1 – Office Equipment Subtotal: 0D2 – Class/Outdoor Equip. Subtotal: 0D3 – Vehicle Purchase Subtotal: 0D4 – Other Equipment Subtotal: 0

All Equipment Total: $75,000

5. EHS Supplies (GABI Section (e))

Include costs of consumable supplies and tangible personal property (e.g., physical items) having a life expectancy of less than one year and a cost of less than $5,000. This must include tax, shipping and installation costs. For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR).

Description of Item AmountE1 - Office Supplies

Office Supplies - Various Supplies General Office=$6,000

Total Office Supplies =$6,000

E2 - Child and Family Service Supplies $10,905EducationWarehouse Start Up OrdersStartup Cost per teacher 2 full-day @ $60 = $120Sub Total= $120

Entire Year Warehouse 2 full-day @ $150 = $300 warehouse orders per teacherSub Total= $300

Buy Out is to purchase items outside of the School District Warehouse Catalog 2 full-day @ $250 = $500Sub Total= $500

Warehouse Start-up orders = $120

Warehouse Entire Year orders = $300

Buy Out = $500



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Early Head Start Classrooms Technology Head Start Scanners: mobile 3 scanners @ $550= $1,650 Sub Total= $1,650

Curriculum Replace Consumable SuppliesBecoming a Mom/Comenzando Bien material as supplementalPartners for Healthy Babies = $361Sub Total = $361

Play furniture for Socialization classroomsPlay furniture replacement $2,500

Home games, toys booksHome games, books = $3,374

Technology Replacements: $1,650

Curriculum Replacement Supplies = $361

Play Furniture Supplies = $2,500

Games, toys, books = $3,374

Dental Supplies 2 EHS Teachers @ $200 = $400

Dental SuppliesSub Total = $400

Disabilities Supplies 2 EHS Teachers @ $200 = $400

Disabilities SuppliesSub Total = $400

Medical Supplies 2 EHS Teachers @ $200 = $400

Medical SuppliesSub Total = $400

Mental Health 2 EHS Teachers @ $200 = $400

Mental SuppliesSub Total = $400

Family Community Engagement Supplies For CSEFEL Trainings $500

Family Community Engagement SuppliesSub Total = $500

E2 Subtotal: $10,905

E3 - Food Service Supplies Food Service Supplies 3 EHS Teachers @ $1,500

Total $500

E4 - Other Supplieso Transportation Supplies = $0 Transportation

Supplies Sub Total = $0

o Maintenance Supplies Custodial Supply for Socialization = $0

Maintenance SuppliesSub Total = $0

o Other Transition Supply & Park Rental = $500 TB Clinic = $200 Staff Appreciation Meeting = $400 EHS Office Furniture= $6,896

Other SuppliesSub Total =$7,996

E4 Subtotal: $7,996



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6. EHS Contractual (GABI Section (f))

Provide the following details for each of the requested contracts. Include the costs of contracts associated with only incorporated individuals or organizations in this section. Do not include unincorporated consultants, e.g., sole proprietors, in this section. These consultants must be budgeted in the “Other” section (GABI Section (h)). Add lines as necessary. For service area providers (e.g. health, mental health) specify the service area, hourly rate and number of hours required. For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR).


Services

Procurement Method;


GABI Line Number;


6. Copy Machine Main Office E1799 Bid Through District Process. The Mt. View School District has a district wide contract.

$5,000


26.00 monthly socialization building FSC 26.00 monthly 12 months=$312


$312

Sub Total $5,312

7. EHS Renovations or Construction (GABI Section (g))

Complete the following table describing in detail the renovation(s) and/or construction activities supported by this budget. All renovations included in this section must be major renovations and a facilities checklist must be included with this application. Incidental alterations/renovations are to be included in section H7. Add lines as necessary. For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR).

Description and Location of Project

Completion Timeline; Davis-Bacon Compliance GABI Line Number;

GABI Description;Amount

1. None none none

8. EHS Other Direct Costs (GABI Section (h))

Include costs for those items not budgeted on any other budget line and describe them in detail here. Describe the project or activity that substantiates the accompanying budget line item amount. Agencies must at a minimum include items identified through the Health and Safety Screener reviews that can be addressed through this grant (H6 or H7). For Incidental



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Alterations/Renovations over $25,000 a facilities checklist must be included with this application. For consultant contracts describe how services will be provided (e.g. intern, sub-contractor). While facilities leases belong on line H2, equipment leases belong in GABI Section D. For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR) in each of the justification line items.

GABI Line Item


H1 Depreciation/Use Allowance $0 Provide justification in item 1 below

H2 Rent $0 Provide justification in item 2 below

H3 Mortgage $0 N/AH4 Utilities, Telephone $500 Utility Usage = $500

H5 Building & Child Liability Insurance

$50

H6 Building Maintenance/Repair and Other Occupancy

$6,847 Maintenance/Repairs

H7 Incidental Alterations/Renovations

$0 N/A

H8Local Travel $1,400 Early Head Start Mileage = $ 700 per

EHS Teacher 2 x $700=$1,400

Sub. Total = $ 1,400

H9 Nutrition Services $828 Provide justification in item 4 below

H10 Child Services Consultants $61,223 Provide justification in item 4 below

H11 Volunteers $0 N/A

H12 Substitutes (if not paid benefits)



H14 Accounting and Legal Services


H15 Publications/Advertising/Printing

$7,000 N/A

H16 Training or Staff Development

$2,000 Provide justification in item 4 below


1. Depreciation/Use Allowance: Explain any depreciation or use allowance budgeted.



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None

2. Facility Rent or Lease Contracts: Complete the following table, providing information for all Equipment and Facility Rent/Lease Contracts. Add lines as necessary.

Site Name;Landlord/Lesser;

Term Start Date

Term End Date

MonthlyRent

Annual Payment

None None None None None

3. Parent Activities: Describe each activity and the associated budget.

H13 Parent Services Cost of $4, 695 Parent Involvement 2 EHS classrooms @ $45.00- $90Sub. Total = $90

Supplies plaques $700Awards/Certificates $1,000Sub Total = $1,700

Parent Involvement Food $1,000Supplies $500Sub. Total = $1,500

Parent Materials for TransitionSub Total= $1,405

Total Costs = $4,695

Justification: Head Start parents volunteer in the socialization classrooms, and as a result in-kind hours are accumulated and tracked. Parent are recognized for their participation in the program if they earn more than 200 volunteer hours. The Male Involvement program is also recognized.

4. Unincorporated Consultant Contracts: Describe sole proprietors/consultants that are budgeted in H9, H10, H12, H14, and H16. Identify the line item where the budgeted amount has been included. For all consultants in H10, include: a) service area b) hourly rate c) number of hours budgeted.



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H9 . Nutrition Services Cost of $ 432 20 EHS student snacks $.90 cents at $18.00 for twice per month = $36.00 for 12 months = $43220 adults snacks @ $.90 = $18.00 @ 22 socializations = $396.Sub. Total = $ 828

H10 . Child Services Consultant Cost $ 61,223

Nutritionist Consultant

Name of the organization/contractor: Maryanne Patino RDThe nutrition consultant will work a standard 8-hour day for 39 days at an average rate of $498.46 per day for an annual fee of $19,623.

Nature of service: To provide Nutritional Assessment counseling, information, and education to train staff and Head Start parents and act as a nutritional resource. To update policies and procedures as needed. To maintain nutritional data according to Head Start Performance Standard 1304.52 (d) (3).

Procurement Method to be used: Procurement method used - competitive bids. MVSD uses a procurement procedure when contracting for services on a year-to-year basis. Three quotes are requested (by calling other sources) and the least amount is granted the contract. This is called a Competitive Bid. This contract is from 01/01/17 to 06/30/18^^^^^^^^^^^^^^^^^^

Incidental Health Services Various referrals (if needed) The Agency is required to maintain funds for a medical consultant if needed for special medical cases. Contract = $1,250^^^^^^^^^^^

Dental ConsultantVarious referralsContract = $1,250Type of service to be obtained: Dental careName of the organization/contractor: Dental Consultants (to be determined by the list of Dental Providers) to include: Elder Heras, DDS, Eastern L. A. Dental Gary Yang, DDS, Atlas Dental Care Miles Madison DDS, Kim Family Dentistry Frank H. Kim DDS, Santo Nino Family Dental Tesse T. Sy DDS, Select Dental Practice Raffi Guedikian DDS, Universal Family Dental Care Kim Chi T. Do DDS, Bright Smile Dental Care, Children’s Dental Building Stirling T. Kurumada DDs, Children’s Central Funzone, Happy Dental Land, Peck Family Dentistry Henry Nguyen DDS and Diane Nguyen DDS, Universal Family Dental Practice Emily Q. Letra DDS, may Valley Dental May Thet Naing DDS, Oscar Trigoso DDS



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Nature of service: To provide dental screenings and dental treatment as diagnosed by the dentist.

Procurement Method to be used: Procurement method used - competitive bids. MVSD uses a procurement procedure when contracting for services on a year-to-year basis. Three quotes are requested (by calling other sources) and the least amount is granted the contract. This is called a Competitive Bid. This contract is from 01/01/17 to 06/30/18^^^^^^^^^^^^^^^^^^^^

Registered Nurse Early Head Start Consultant I230 hours @ $75.00 = $17,250Contracts = $17,250Type of service to be obtained: Registered Nurse ConsultantName of the organization/contractor: other RNs TBDThe Nurse consultant will work on mandated health regulations at an average rate of $75.00 per hour not to exceed 230 hours for an annual fee of $17,250Nature of service: To review health files of every Head Start student within 90 days of entry into the program; staff training on medication administration; develop individualized Health Care plans and 504 plans as needed; and provide staff training and recommended health procedures; and follow Head Start Performance Standards 1304.22.



EDUTRAIN EARLY HEAD START CONSULTANT Contracts = $21,850Type of service to be obtained: Early Head Start ConsultantName of the organization/contractor: EDUTRAINThe EDUTRAIN consultants will provide training and technical assistance services on the Early Head Start program. Total $21,850Nature of service: To provide assistance in the following: write procedures assoicated with Early Head Start program, provide ongoing training and support for home visitors staff members, support meeting with Teacher II facilitators and Early Childhood Education Cooridnator, assist with developing Grantee reports, develop and update the ERSEA plan.

Procurement Method to be used: Procurement method used – Sole Source Vendor EDUTRAIN as the start up consultant used to lauch the Early Head Start program.



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H12. Substitutes = $0

H14. Accounting and Legal Services = $0

H16. Staff Development = $2,000 of which $2,000 is for teacher training supplies

5. Other Expense included in Other Category (H17 above): Any “other expense” budgeted in the “Other Category” must be explained in this section. Include costs for those items not budgeted on any other budget line and describe them in detail here. Provide a narrative that describes the project or activity that supports the budget line item amount.

H16. Staff Development = $2,000 of which $2,000 is for teacher training supplies

H17. Other = $1,000The Agency will use these funds for finger printing new employees with live scan and health requirements. In addition, the Agency will use these funds for licensing fees for the standards cost for the facilities = $1000

6. Permanent maintenance/custodial increase: Describe any non-personnel costs (indicate line items) that continue to be funded with the permanent increase for maintenance/custodial needs.

Non/applicable

9. EHS Non-Federal Share (GABI – Non-Federal Share Column)

Describe all non-federal share matching sources (refer to LACOE NFS Manual). Include the number of volunteer hours, the volunteer wage rate and fringe benefit rate. Non-federal share reported by other agencies may not be used, but DAs may use one-half of the LACOE partnered CSPP Funds since LACOE will only be using one half of these funds as non-federal share.


Volunteers:

Parent Volunteers :The Agency calculates hours of parent volunteers at 4,673.20 hours at an average rate of



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$17.37 for a total of $81,173. The Agency calculates their fringe benefits at an average rate of 28.386% for a total of $23,042.

Total volunteer cost donated for the school year 2017-2018 is $104,215.

Other In-kind Contributions: None

Total Non-Federal Resources at 25% In-kind $104,215.

10. EHS Cash and Other Resources

Complete the table below for cash and other resources. This includes cash, other federal funding, state funding, and local government funding. Cash received as non-federal share is not counted as match until it is spent.

Source of Funding Amount Estimated or Actual

Variable or Fixed

Used as Non-Federal Share

USDA/CACFP/NSLP (Federal Portion)


CACFP (State Portion)

0 Estimated Variable Yes

LACOE CSPP 0 Estimated Variable YesAgency CSPP 0 Actual Variable YesLACOE General Child Care (CCTR)


Agency General Child Care (CCTR)


Los Angeles Universal Preschool

0 Actual Variable Yes

First Five LA 0 Actual Variable Yes

11. EHS Program Income

LACOE requires prior approval for the use of program income. Identify all potential sources of HS/EHS program income and explain how it will be used in the program. See federal regulations 45 CFR 75.307. Please note: Inclusion does not constitute prior written approval; the DA must still request prior written approval from the grantee and OHS before earning and use of program income.

The Mountain View Head Start/State Preschool program is not anticipating any program income for FY 2017-2018.



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12. EHS Financial Management System

Describe the organization’s financial management system and internal control environment to maintain effective control and accountability for grant funds, property and other assets.

Mountain View School District maintains a financial management system and internal controls that ensures proper apportionment and record keeping of expenditures that are followed. Please see the flowchart file attached.

13. EHS Cost Allocation Plan

All agencies must submit a current board-approved cost allocation plan with this application.

1. What programs does your program collaborate with in order to provide support or supplemental services to eligible HS children and families?

The 2017-2018 Early Head Start budget is $416,860. The anticipated funding is sufficient to implement planned program activities, personnel costs, and facilities maintenance. There is no other program the Agency co-locates with in order to provide supplemental services other than the Local School District.

b. Explain how each of the other programs receive their funding, the timing of that funding to the delegate, and the effect on the purchase of goods and services to your HS program and the collaborative program.

Monthly Mountain View Head Start costs are covered through the monthly cash advance requested from LACOE. The cash advance amount is the estimated expenditures for the following month for the Head Start program. After Mountain View School District submits the cost report for the month, LACOE’s Grant Management Project office will reimburse (transfer in) or deduct (transfer out) the difference between the cash advance and the total cost report for the Head Start and Early Head Start programs for that month.

c. Describe the internal controls the DA has in place to avoid the use of unallowable inter-fund loan activities related to cost allocation

The District has established an internal control system that will help ensure that proper apportionment and recording of expenditures procedures are followed. Please see the AP flowchart file attached.

d. Provide an explanation of how the delegate ensures that the use of HS/EHS/EHS-CCP funds to cover the total costs of the collaborative effort are documented and that any pro-rata share of the costs to the partner programs is reimbursed to the HS/EHS/EHS-CCP program in a timely manner. Include in your description how the reimbursement is monitored to ensure appropriate



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charges to all programs is documented and the timing of the reimbursement from the alternative funding source to the HS/EHS/EHS-CCP program.

Mountain View School District is currently allocated 20 EHS slots and 456 HS slots. Employees who serve all 476 students (20 EHS & 456 HS students) will be paid 4.20% from EHS and 95.80% from HS funding. The Secretary I position is funded 40% through Early Head Start and 60% through CSPP and CCTR programs. The salaries and benefits of multi-funded employees are paid through different funding souces and monitored monthly by the Budget Analyst (Head Start Accountant). Any incorrect charges will be transferred out to the correct fundings on a regular basis.

e. Provide a detailed explanation for how the pro-rata costs for HS/EHS/EHS-CCP and your partnered programs are calculated. Also, include an example of the pro-rata charges.

Cost allocation calculation – Cost allocation between EHS and HS is allocated based on the number of students in each program. Currently, personnel funding percentages for Early Head Start/Head Start employees is 4.20% EHS and 95.80% HS. Example of the pro-rated charges;

Personnel Early Head Start4.20%

Head Start95.80%

Total Costs100%

Social Service Facilitator $2,112 $48,170 $50,282Fringe Benefits $933 $21,287 $22,220

$3,045 $69,457 $72,502

14. EHS Plans for Future Budget Needs

Long term fiscal planning is an essential part of developing an annual budget. The process of multi-year fiscal planning is a proactive approach to ensure that sufficient funds are strategically allocated to replace resources on an ongoing basis.

c. Discuss the delegate’s plan to meet potential COLA/merit increases in the 2017-18 program year assuming no additional funding will be available from the OHS for the program year.

The Cost of Living increase is negotiated between the Mountain View School District and the Mountain View Teachers’ Association and the California School Employee Association bargaining units. If Cost of Living funds are not available for the 2017-2018 (COLA) program year, then the agency will consider reducing funds from the basic budget such as reducing additional duty hours, fieldtrip expenses, repair funds and limit the supply expenses to the minimum to cover the increases in personnel costs.

d. Provide a detailed description and/or update of any renovation/replacement projects to be completed in the next four years 2016-2017 through 2018-2019) program years) in Schedule L. For each of the delegate’s sites, describe the planned renovations and property/equipment



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replacements in order of priority (highest to least) so that those with the highest priority are proposed for action first. Also, identify the expected source of funds that will finance the planned improvement projects and property/equipment replacements, with the expectation that HS supplemental funding will not be available.

e. Section III. APPROVALS

F.1 Policy Committee Approval

Delegate: Mountain View School District

Items Approved: Date Approved:Head Start Basic Application and Schedule I and K January 26, 2017Head Start Early Head Start Application January 26, 2017Training and Technical Assistance Grant December 8,2017 School Readiness Plan 2017-2018 January 26, 2017

The signatures below certify that the item(s) listed above were approved by the Policy Committee. For each item listed a quorum was established, a motion to approve was made, the motion was second and a majority of the committee voted to approve the motion. This action is described in the committee minutes of the meeting date indicated.

Delegate Coordinator/Director January 26, 2017(signature) (date)

Policy Committee Chairperson January 26, 2017(signature) (date)



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F.2 Board Approval

Delegate: Mountain View School District

Items Approved: Date Approved:Head Start Basic Application and Schedule I and K January 19, 2017Head Start Early Head Start Application January 19, 2017Training and Technical Assistance Grant January 19, 2017School Readiness Plan 2017-2018 January 19, 2017

The signatures below certify that the item(s) listed above were properly approved by the delegate’s governing board.

Delegate Coordinator/Director January 19, 2017(signature) (date)

Board President/Chairperson January 19, 2017 (signature) (date)



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Certification of Employee Compensation Cap LOS ANGELES COUNTY OFFICE OF EDUCATION

Head Start-State Preschool Division

Name of Delegate: Mountain View School District Head Start Agency

Contact Person: Alma Gonzales, Head Start Director

Telephone Number: (626) 652-4250

Certification: Mountain View School District School Board President

I, Adam Carranza, certify that no federal funds are being used for the compensation(Print Name of Board Member)

(wages and certain benefits) of employees whose total compensation exceeds the cap

established by the Head Start Act and defined in the program instruction released by the

Administration of Children and Families, ACF-PI-HS-08-03 dated May 12, 2008. This

certification includes any and all employees, whether full-time or part-time, working in

the Head Start and/or Early Head Start program as well as any delegate employee that

receives any portion of their total compensation from the Head Start and/or Early Head

Start program, whether charged to direct or indirect costs.

January 19, 2017Signature of Board Chairperson Date


Documents

HEAD START FUNDING CYCLE – YEAR 2 AND 3prekkid.org/head-start/agency-profile-collab/Mountain-Vie… · Web viewWORD document using Times New Roman, 12 font. The delegate’s designated