2005-1253-Minutes for Meeting July 28,2005 Recorded 11/2/2005DESCHUTES
NANCY BLANKENSHIP,FCOUNTY CLERKS CJ 1045'17 3
COMMISSIONERS' JOURNAL 111/02/2005 03:05:14 PM
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2 05-
DESCHUTES COUNTY CLERK
CERTIFICATE PAGE.
This page must be included
if document is re-recorded.
Do Not remove from original document.
�vTES Q
p{ Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
` (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org
MINUTES OF DEPARTMENT UPDATE —
COMMISSION ON CHILDREN & FAMILIES
DESCHUTES COUNTY BOARD OF COMMISSIONERS
THURSDAY, JULY 289 2005
Commissioners' Conference Room - Administration Building - 1300 NW Wall St.., Bend
Present were Commissioners Michael M. Daly and Dennis R. Luke; Commissioner
Tom DeWolf was out of the office. Also present were Mike Maier, County
Administrator; and Hillary Saraceno, Commission on Children & Families. No
representatives of the media or other citizens were present. The meeting began at
2: 00 p. m.
The primary focus of the meeting was the budget process. Other items were
discussed, per the attached agenda.
The Commissioners approved the updated fiscal signature authorization form.
The meeting adjourned at 2:45 p.m.
DATED this 28th Day of July 2005 for the Deschutes County Board of
Commissioners.
ATTEST:
Recording Secretary
Tom DeWolf, Chair
CCF/54MCC LIAIS40N MEETING AGENDA
July 2B, 2005 (2:00 — 2:45 p.m.)
X BOARD RECRUITMENT UPDATE
2005-07 OCCF BUDGET UPDATE
�,. 2005-06 PROGRAM CONTRACT UPDATES
a. Status of contracts
1a. Insurance Endorsements
. 2005-07 OCCF REQUIREMENTS
it. Updated Fiscal Signature Authorization Form
4, Intergovernmental Agreement
es Biennial Plan Update (due January 2006)
9L Partnership Agreement
X BUSINESS OPERATIONS
2%. Coverage for Program Manager duties
h. Internal Audit Reponse - August 8t" Admin Meeting?
6. OTHER
ATTACHMENT [_]
PARTNERSHIP AGREEMENT
Local Expectations:
We, the Board of County Commissioners for County agree that the County
Commission on Children and Families is staffed to perform its work in compliance with state statute and federal
rules and regulations. The Board of County Commissioners further agrees to the following:
1) The Board of County Commissioners assures that the Local Commission performs work outlined as
follows: (The Components of the LCCF Svstem attached may be used as a resource for more information.)
The components are:
a) Advising the Board of County Commissioners regarding children and family policies,
b) Developing and implementing a Coordinated, Comprehensive Plan for children and families,
c) Building and mobilizing communities,
d) Monitoring and evaluating local commission on children and families' funded activities, and
e) Managing local commission resources.
2) The BOCC assures that each biennium the local commission conducts a self-evaluation of local commission
functions, including staff and membership, using the attached Components of the LCCF System document
or a similar format that includes the above five categories.
3) The BOCC assures that all local commission funds are used solely for local commission efforts in
accordance with the Coordinated, Comprehensive Plan for Children and Families.
By signing this Partnership Agreement and the Grant Award Agreement, the Board of County Commissioners
certifies that it has reviewed the self-evaluation. The BOCC further certifies that any false or substantially incorrect
statements may disqualify the county from receiving funds from the Oregon Commission on Children and Families.
State Expectations:
The Oregon Commission on Children and Families agrees that, in support of local commission work, the State
Commission will:
a) Analyze and synthesize the information provided by local commissions for the governor, :legislature and
other state agencies,
b) Provide parameters and guidelines for planning for children and families,
c) Involve Boards of County Commissioners through the Association of Oregon Counties in policy and budget
discussions,
d) Provide technical assistance and training in areas identified as needed by state or local commissions to state
and local partners including Boards of County Commissioners and other partners,
e) Monitor expenditures and reports of local commissions to ensure quality and to identify areas for technical
assistance, and
f) Manage state commission resources to support the work of local commissions.
Chair, Board of County Commissioners Date
Executive Director, Oregon Commission on Children and Families Date
UACo Certif Partnership Agmt-revised (5/2005)
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Biennial Plan Update (Phase III) Guidelines
Purpose of Biennial Plan Update
Oregon Administrative Rules require counties to conduct a biennial update of their coordinated
comprehensive plans for children and families. This update process provides counties with an
opportunity to:
■ reassess the plan to test its relevancy to current community conditions; and
expectations;
■ revise the plan to incorporate significant changes in funding levels;
■ refine priorities, strategies, and outcomes based on updated information;
■ expand, strengthen, or acknowledge effective partnerships through discussion of
priorities and strategies in the plan; and
■ communicate successes and challenges with state partners.
After reviewing the Coordinated, Comprehensive Plan and Updates, the Executive Summary should
be revised and distributed to local users of the plan as well as to state partners with this Update.
I. Due dates, formatting, other technical requirements
• Completed plan updates are due Tuesday, January 31, 2006.
• Board of County Commissioner signatures on plan updates are required
• Deliver two complete hardcopies to the OCCF office.
• Submit one electronic copy, using the format included in this document, to Pat Pitman,
Michael Kurtz or Peg VanderZanden using the First Class system, or submit your
information on a disk.
• Include any separate plan changes that you did not list directly on the template
document.
2. For questions or technical assistance:
Pat Pitman, Oregon Commission on Children & Families (503) 373-1570 (ext. 223)
Michael Kurtz, Oregon Commission on Children & Families (503) 373-1570 (ext. 265)
Peg VanderZanden, Oregon Commission on Children & Families (541)426-4558(ext. 234)
Becky Eklund, Oregon Criminal Justice Commission (503) 986-4569
Karen Andall, Oregon Youth Authority (503) 373-7234
Jeff Ruscoe, Department of Human Services (503) 945-5901
'if_ •- i•n '� &z w6.'.w'... �s'v," � '�Am` r "�_4�v n...
Biennial Plan
Guidelines
Biennial Update Guidelines
The guidelines have four parts:
• Part 1 — Update Process and Partnerships
• Part 2 — Plan Analysis — Where Are We Now?
• Part 3 — Implementation and Successes — How did we do?
• Part 4 — Priorities and Strategies — Where do we want to go, and how?
Part 1- Update Process and Partnerships
Please submit an updated Executive Summary and answer the following questions even if there are no
changes to the plan.
La.) Please submit an updated Executive Summary of your Coordinated, Comprehensive Plan.
Executive Summaries are distributed upon request to interested persons, and need to reflect the most
recent version of the local plans.
1.b.) Attached on page 8 and 9 is a list of categories of partners. Please indicate by checkmark
which partners participated in this Plan Update process.
1.c.) Which of the following methods do you use to regularly assess your county's progress in
implementing the local comprehensive community plan? (Check as many as apply).
❑ Regular meetings with partners specifically to discuss progress (or as a specific; agenda item at a
meeting)
❑ Work plans/action plans
❑ Signed Interagency Agreements
❑ Common data base used by multiple organizations
❑ Step 8 data collection results
❑ Presentations to community organizations
❑ Evaluations
❑ Other
❑ Not currently tracked
1.d.) Is the local community mental health plan included in or attached to your county's
comprehensive plan?
❑ Yes
❑ No. If no, when do you anticipate that it will be attached? (date)
1.e.) Is the local community public health plan included in or attached to your county's
comprehensive plan?
❑ Yes
❑ No. If no, when do you anticipate that will it be attached? date
11.) An optional questionnaire for assessing partnerships is cited in Appendix A on :page 8.
Biennial Plan Update (Phase III) Guidelines
Part 2 - Plan Analysis
Reviewing the plan - Where are we now?
2.a.) Where are we demographically? What significant differences, if any, in the county population
were shown in the most current population estimates? Include a review of race/ethnicity. (Certified
population estimates can be found at hM2://www.Pdx.edu/prc/annualorpol2ulatioli.html.)
❑ No significant differences in the data
❑ The following are the most significant differences in the data.
2.b.) Where are we in terms of county -specific high level outcomes? (Note: The 2003 Oregon
Benchmark County Data Book is posted at
http://www.oregon gov/DAS/OPB/obm pubs shtml#Benchmark County Data Books. The
Progress Board will release the 2005 Oregon Benchmark County Data Book in the fall of 2005.)
Include a review of race/ethnicity in the review of High Level Outcomes.
❑ No significant differences in the data
❑ The following are the most significant differences in the data. List significant differences by area and impact
(in numbers or percentage or both). List as many as apply.
Example: Teen pregnancy rate increased by 10 girls (14%) since 2000 data.
2.c.) In spring of 2004, Local Commissions on Children and Families conducted an informal survey
about homeless and runaways. The survey sought input on three categories of information: estimates
of Oregon's homeless and runaway populations, community perceptions of homeless and runaway
youth, and recommended actions regarding the homeless and runaway population. Since that time:
a) What changes in demographics have occurred?
b) What are your county's greatest concerns regarding the homeless and runaway population?
c) What recommendations are most critical for the statewide system of services to consider?
d) What would your county recommend for a new High Level Outcome regarding the homeless and
runaway population?
2.d.) Where are we in terms of gaps that are the most critical to fill in your county in order for your
county to achieve the plan outcomes? Please limit the number checked on the table on the next page
to ten. Add any additional categories relevant to your county's continuum of services, but avoid
listing specific programs.
Biennial Plan Update (Phase III) Guidelines
n� yk .� —1.. «...tuf, uJLei uvurs, speciat neeas, match with home culture, etc.
Juvenile Crime
Alcohol and Drug
Early Childhood
Other Systems and Cross -
Basic services (JCP)
Alcohol and drug
Home visiting
system Supports
Mental health services for
treatment services for
adults
adults
Aftercare support
Alcohol and drug
Child care (hard to
Mental health services for
treatment services for
find*)
infants, toddlers, children
youths
and youth
Diversion services
Alcohol and drug
Child care (affordable)
Access to health care, dental
prevention services —
services
access to services
Juvenile crime
Alcohol and drug
Preschool
Access to contraceptive
prevention
prevention —
information
changing community
norms, public
awareness
Involve families in
After care support
Early childhood
Youth suicide prevention
family therapy and
workforce
prevention efforts
development
Medical Homes
Literacy programs
Other
Other
Other
Emergency shelter
Foster care
Family support services to
higher risk families
Domestic violence services
Domestic violence awareness
& education
After school activities
Alternative education
Truancy/school ati:endance
Workforce training
Positive youth development
activities
Mentoring
Parenting education
Provider/ caregiver training
Safe, decent, affordable
housing
Transportation
Living wage jobs
Other
- T.- -I-. J--
"-r---
Other
n� yk .� —1.. «...tuf, uJLei uvurs, speciat neeas, match with home culture, etc.
Biennial Plan U -
Guidelines
Part 3 - Implementation and Successes
Implementation - How did we do?
3.a.) How did we do in addressing our priorities and strategies? Provide specific examples.
3.b.) Based on the Step 8 data collected so far, how is your county doing in achieving its output and
outcome targets for children and families? (Counties may refer to the Progress Board review of local
plans' Step 8 data, to be released in September of 2005.)
Implementation - What is slowing your progress in implementing the plan?'
3.c.) What barriers to implementation has the partnership encountered? (Check as many as apply)
❑ Community capacity
❑ Program capacity (waiting lists, etc.)
❑ Key leader or key staff turnover
❑ Lack of support from key leaders
❑ Partners unwilling to participate
❑ Partners unable to participate/ Lack of staff time
❑ Inadequate financial resources
❑ Complexity of implementation
❑ Inflexible state administrative rules or statutes
❑ Lack of support from businesses and other community organizations
❑ Ability to fund best practices programs with current funding
❑ Other
❑ Other
3.d.) Besides inadequate financial resources, which one of the following conditions has the most
impact on your partnership's ability to achieve plan outcomes? (Check only one)
❑ Community capacity
❑ Program capacity (waiting lists, etc.)
❑ Key leader or key staff turnover
❑ Partners unwilling to participate
❑ Partners unable to participate/ Lack of local staff time
❑ Complexity of implementation
❑ Inflexible state administrative rules or statutes
❑ Lack of support from businesses and other community organizations
❑ Other
❑ Other
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Biennial Plan Update (Phase III) Guidelines
3.e.) From the list in question 3.c. above, are there barriers that state agencies could resolve or
reduce? If so, please list in the following table and tell your thoughts about what needs to be done.
Agency X's administrative
rules limit expenditures to a
certain age range. If children
1-2 years younger also could be
served, then the Boys & Girls
Club will agree to be a partner
in the strategy, which will
greatly expand the reach of that
Agency X should consider revising its administrative rule, or creating an
exceptions or waiver process.
Implementation - What are your successes related to implementation of the plans?
31.) Our county's efforts to better coordinate and improve services have resulted in:
❑ No change in programs and services
❑ Improved coordination with no change in programs or services
❑ Improved coordination with change in programs or services
❑ Change in programs or services only
❑ Other
3.g.) Describe any specific improvement made in the early childhood system as a result of the efforts
of the Early Childhood Team.
3.h.) Many counties have made significant improvements in programs, services and supports for
their diverse populations. Please briefly highlight what your county has done in the past two years to
improve services to all residents as a result of partnership efforts. Are there things you have done or
learned that other counties might find helpful? Who was involved and how did you make it happen?
Example response: Curnj County organized a diversity committee in 2002 to identifij how to better engage its
diverse populations, which are a small proportion of the overall population, in the planning and delivery of
services. The committee has fourteen members, including representatives from American Indian, Hispanic,
Disabled, Gay, Men, Mentors and Youth groups. The committee has identified countywide changes at the
organizational level that are leading to improved access to services. For example, the committee is developing
specific criteria to evaluate programs and proposals. They are also working towards community wide awareness
events. The committee meets bimonthly. Recent budget reductions severely limit the committee's access to
training and ability to interact with other organizations of similar purpose throughout the state.
3.i.) Explain how the community has been mobilized by the implementation of the plans. Provide
specific examples.
Biennial Plan Update (Phase III) Guidelines
Part 4 - Priorities and Strategies
Priorities and Strategies - Where do we want to go, and how?
4.a.) Considering answers from questions #2 through #4, list any changes made for 2006-08 or attach a
copy of revised section(s) with changes clearly indicated.
❑ Changes were made to the plan and reported in the table below
❑ Changes were made to the plan and the revised section(s) from the plan is attached
❑ No significant changes in the priorities or strategies
HLO #6 Decrease 881 grade Delete: strategy 6.1.a. Public awareness
tobacco use campaign
Add: 6.1.a. Life skills curriculum offered in
after school programs for 601 & 7th graders
4.b.) (Measurement- Step 8) As a result of changes in priorities and strategies, did your county make
any changes in the measurement area?
❑ No changes at this time.
❑ Changes were submitted with latest submission of Step 8 data.
❑ Changes were made to the logic model or data collection plan: Please attach revised version.
4.c.) What other changes, if any, were made to the Plan?
❑ No other changes
❑ Changes to other parts of the plan: Describe, or attach revised section(s)
Describe plan changes other than priorities and strategies here, or attach the revised section(s) from the plan
Thank you! This completes the plan update. One optional question to enhance the information,
and the participant list are on the next pages.
W, -
Biennial Plan Update (Phase III) Guidelines
Appendix A - Optional Question and Participant List
Plan Update Process and Partnerships
(Optional) Counties that want to assess their group functioning, service delivery coordination, and
progress in collaboration can use questions from a past survey of the early childhood system and
expand it to other systems. Relevant portions of that questionnaire are available at
www.oregonncf.or ourwork. Click on Biennial Update Optional Survey.
Question 1.b. - Checklist of Plan Update participants
Put a check beside any of the following people or organizations that participated in the plan update in
some way. Check as many as apply. Additional categories may be added as needed.
Community residents:
General population
Youth
Clients/ consumers
People with special needs
Groups of diverse populations
Local Governments
County human services agency
Law Enforcement
— Tribal governments
Juvenile departments
Parole/ probation
Service providers
Other county government entity
Dept. of Human Services:
Abuse and neglect
Food, cash, housing
Disability services
Service providers
Safety Net
Community Partnership Teams
Alcohol & drug prevention
Prevention coordinators
Service providers
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Biennial Plan Update (Phase III) Guidelines
Health
Public health departments
_ Local mental health authority
Mental health organizations
Health Maintenance Organizations
_ Hospitals
Other Health Care Providers
Community Providers
Domestic violence organizations
_ Community Action Agency
Public Housing Authorities
Other affordable housing providers
Advocacy groups
After-school programs
Child care providers
Child Care resource and referral
Early childhood team representatives
Early Intervention/ Early Childhood Special Education
_ Head Start/ Oregon Pre -Kindergarten
Private Sector
Businesses
_ Chamber of Commerce
Service Clubs
Faith Community
Neighborhood coalitions
K-16 education:
_ Specific schools
Parent teacher associations
School Board
School district
Other
Alternative schools
Community Colleges
Educational Service District
Workforce Providers