Committee Acjenda C'ate Auciuit 1 lii, 2004

County of Santa Clara
Social Services Agency
Department of Family and Children's Services

CSFC SSA03 081804

Prepared by: Maiy D. Patterson
Special Assistant for
Children's Services

Doug Southard
Director, Children's
Shelter

Submitted by: Norma Doctor Sparks
Director, Department of
Family and Children's
Services
DATE:

August 18, 2004

TO:

Supervisor James T. Beall, Jr., Chaiiperson
Supervisor Don Gage, Vice-Chaiiperson
Children, Seniors & Families Committee

FROM:

Will Lightboume
Agency Director, Social Services Agency

SUBJECT: DECS Pilot Program Implementation Plan

RECOMMENDED ACTION

Bmaid of SiJt:iervi:E;cii?: Cionald F. cage, Blanoa Alvarado, Pete McHugh, Jiiri Beall, Liz Kni
0 nijntv' Executive Peter t utrao Jr
1

Committee Acienda C)ate :August 1 8, 2004

Accept this report on the implementation plan for a pilot program to improve the well-being
of children and families involved in the child welfare system or at risk of involvement.
FISCAL IMPLICATIONS

Not Applicable
CONTRACT HISTORY
None

REASONS FOR RECOMMENDATION

At the May 19, 2004 meeting of the Children, Seniors and Families Committee, the Social
Services Agency presented infonnation on two potential alternative uses of the Children's
Shelter facility. This report presents an implementation plan for the alternative uses.
BACKGROUND

As directed by the Children, Seniors and Families Committee in June 2003, a task force of
community stakeholders and stafffrom County agencies was formed to recommend potential
alternative uses of the County Children's Shelter facility. The Shelter Use Committee met
from September 2003 through January 2004 and its recommendations were presented to the
Children, Seniors and Families Committee in February. Additional information on potential
alternative uses was presented to the Committee in May and June 2004.

The Board of Supervisors, during its Fiscal Year 2005 budget hearings conducted in June,
approved the implementation of two program ideas recommended by the Shelter Use
Committee. The Board allocated $240,000 in County General Fund dollars in FY 2005 to
support this effort.
The Shelter Use Committee identified two major needs of children and families involved in
the child welfare system or at risk of involvement: family and caregiver strengthening
resources and educational supports for children. In this regard. Committee members were
aligned with leadership at the State level and in Santa Clara County, who have been working
over the past several years to design meaningful reforms that better address these needs. Both

Board of supervisors: C:ioriald F. Gage, Blanca Alvarado, Pete McHugh, Jirn Beall, Liz Kniss
Countv E:s;:ecutive: Peter Kutras Jr.

2

CornrnittHp Agei'ida Date .August 1

004

the County's redesign of the Department of Family and Children's Services, and the State's
Program Improvement Plan reflect a stronger emphasis on strengthening families and
promoting educational success of foster youth. The federal and state governments are holding
counties accountable for outcome measures in the three areas of Safety, Pennanency and
Well-Being; the well-being measures specifically address children's mental health and
educational success.

The Shelter Use Committee's idea for an educational support program included assessment,
tutoring, assistance to families in navigating school systems and linkages to services. To
strengthen family mental health, the Committee recommended including assessment, therapy
with in-home support, and linkages to other services. Services need to be family-centered
and strengths-based and mental health services should promote reunification and prevent
re-entry into the system.
The Committee made special mention of the need to make available a continuum of services
to children and their families that reaches into the neighborhoods where they live. Services
offered at a County facility such as the Children's Shelter can only go so far in meeting the
needs of some families. To be most effective, services supporting children, families and
caregivers need to be available in the communities where they live, work, play, learn and
grow.

The implementation plan attached proposes a phased-in approach, and one pilot program to
better assess and meet the mental health, behavioral, developmental and educational needs of
children and their families. Establishing the pilot as one program will streamline coordination
and make better use of limited resources.

The program will phase in by age group, beginning with younger children, ages six to ten. A
narrowed target population will allow more methodical planning in the limited timeframe, and
more focused evaluation of the pilot. Program planning for children ages zero to five years
will begin once the county's FIRST 5 Commission releases its findings and recommendations
from the research it is currently undertaking regarding best practices in this field, expected in
February 2005. During Phase Two,both the FIRST 5 findings and the Phase One pilot
program evaluation results will be used to plan expansion for children of all ages in the later
phases of implementation.

Board of Supotvisors: Donald F Gage, Blanca Alvarado, Pete McHugh, Jirn Beall, LiiKniss
County' Executive: Peter Kutras Jr.
3

Committee Agenda Date :Aijgust 1

2004

CONSEQUENCES OF NEGATIVE ACTION

Failure to accept the report could result in inaction on the proposed alternative uses of the
Children's Shelter facility.
STEPS FOT.T.OWTNG APPROVAT.

The Clerk of the Board will follow the usual procedures for a report of this type.
ATTACHMENTS

•Pilot Program Plan (Miscellaneous)

Board of Supervisors; Donald F. Gage, Blanca Alvarado, Pete McHugh, Jim Beall, Liz Kniss
County Executive; Peter Kutras Jr.
4

Improving Children’s Well-Being
Plan for Proposed Pilot Program
Rationale

•

The federal Adoption and Safe Families Act requires child welfare systems to measure
selected outcomes for children and families. Mandated outcome measures in the area of

well-being are to meet the mental health and education needs of children

•

A goal of the Social Services Agency’s Department of Family and Children’s Services is to
place children in family settings as early as possible, thereby reducing reliance on the

•

The Board of Supervisors has directed the Social Services Agency to plan alternative
programming in the vacant shelter facility space, which takes into consideration the ideas
and needs identified by community stakeholders and the Shelter Use Committee convened

Children’s Shelter

in Fiscal Year 2003-2004.

Pilot Program Description
Provide assessment and appropriate services for children and their families who are involved in
the child welfare system to support their mental health and educational needs.
Pilot Phase I [July 1, 2004 - December 31, 2005]
Conduct planning, implementation and evaluation of the program, targeted to children six
to ten years of age. Work with FIRST 5 Commission to review findings of best practice
research on assessment and services for children ages zero to five, due for release in
February 2005.
Pilot Phase II [January 1 - June 30, 2006]
Review evaluation results. Plan program expansion and modifications suggested by
evaluation findings and FIRST 5 Commission research.
Pilot Phase III [July 1, 2006 - June 30, 2007]
Implement and evaluate expanded program.
Final Pilot Phase IV [July 1 - December 31, 2007]
Complete evaluation and pilot phase.
Program Step 1: Referral

Referrals will be made by social workers, parents, foster parents, relative caregivers, counselors
and System of Care providers, child care, school and medical personnel, Child Advocates and
other individuals who are involved with the child and have information about their behavioral,

developmental and educational status.
Program Step 2: Assessment

An age-appropriate, life-domain assessment will be administered to the child at the shelter
facility to determine areas in need of support. Parents and caregivers may also be assessed.
Assessments will be conducted by trained staff, using a reliable and proven, strengths-based
assessment tool.

Improving Children’s Well-Being Pilot Program Plan 08-04-04 Page 1 of 3

Program Step 3: Phase I Services

Assessment findings of mental health and educational and developmental needs will trigger
development of a care plan and follow-up by staff Services provided on-site will include the
following:

■ Therapy for the children and caregiver/parents, followed with in-home support
■ Individualized educational support, including tutoring, education of parents and
caregivers about educational support, and liaison and follow-up with school personnel
■ Refer out for further assessment and services
Program Step 4: Reassessment

Reassessment will occur within three to six months to determine progress and re-evaluate care
plan.

Pilot Program Funding
County General Fund contribution of $120,000 will support the program in its first 6 months of
operation (January 1 - June 30, 2005). Fifty thousand dollars of this will be used to draw down
an additional $120,000 in State funding for the Supportive and Therapeutic Option Program
(STOP). The STOP funding supports services to families with children returning home from
out-of-home placement or at risk of placement and those exiting foster care. Additional funding
from MediCal and the Early Periodic, Screening, Diagnosis and Treatment(EPSDT) program is
anticipated for eligible children and families.
Besides the sources mentioned, other government and private funding sources are being explored
to sustain the program into the future, for example: federal Substance Abuse and Mental Health
Services Administration and Department of Education grants, other State government sources,
private foundations, and local donors.

Partnerships - Phase One
The county’s Mental Health Department, Department of Alcohol and Drug Services, County
Office of Education, California Department of Social Services, Child Advocates, Silicon Valley
Children’s Fund, community-based organizations with experience and expertise serving this age
group, and others will be invited to join the Department of Family and Children’s Services to
participate in the planning, implementation and evaluation of the Pilot Program.
Licensing
The Children’s Shelter facility is licensed as a group home by the California Department of
Social Services’ Community Care Licensing Division and is subject to operational restrictions
based on that license. A meeting with state Licensing officials was held in July to discuss this
Pilot Program plan. The Licensing Division officials offered ideas for facilitating the co
existence of the Pilot Program with the residential care currently provided at the shelter facility
and expressed willingness to work with the Department to maintain the license and support the
implementation of the Pilot Program. Once more operational details are available, the Licensing
Division pledged to work quickly to approve a Santa Clara County request to amend its license
of the shelter facility.

Improving Children’s Well-Being Pilot Program Plan 08-04-04 Page 2 of 3

Implementation Timeline
July - August 2004
Develop implementation plan and timetable
September - October 2004 Convene Implementation Team of DFCS and partners to determine
operational plan for Phase I, including staffing, budget, assessment
tool, service components, service provider criteria and selection,
case flow, and policies and procedures.
November 2004

December 2004

January 2005

Continue operational planning for Phase I;
Release RFP(s)for service provision and evaluation
Finalize Phase I operations planning;
Select service provider(s) and evaluator
Educate community about referral opportunity to the Improving
Children’s Well-being Pilot Program;
Review evaluation plan;
Initiate first cases

February - December
2005

January 2006

February - June 2006

Provide assessment and services and evaluate program;
Develop funding plan
Begin Phase II: Produce first evaluation report and identify program
changes recommended in evaluation findings. Review FIRST 5
report on best practices for children aged zero to five.
Develop implementation plan and timetable for Phase III;
Convene Phase III Implementation Team of DFCS and partners to
determine operational plan

July 2006 - June 2007

Begin Phase III: Implement Pilot Program expansion;
Provide assessment and services and evaluate program

July - September 2007
October - December 2007

Begin Final Phase: Complete final evaluation
Review evaluation findings;

Determine future program status
Preliminary Budget- Phase One, January to June 2005
$ 80,000
$ 25,000
$ 12,000
$ 3,000
$120,000

Salaries for full-time Program Coordinator and part-time clerieal assistance
Educational support services (contract)
Evaluation services (contract)
Supplies

Assessment and therapeutic and support services (contract(s))

Improving Children’s Well-Being Pilot Program Plan 08-04-04 Page 3 of 3