Early Learning Services Department - Head Start Program

02/14/2019

9:20 AM

Program Term: Head Start 18-19 (PRESCHOOL)PIR Performance Indicators Local

Threshold

178950

Children medically screened

Children receiving medical treatment

Children completing dental exams

Children receiving dental treatment

Children with health insurance

Children with a medical home

Mental health services received of referrals made

Children with a disability (YTD)

Children completing developmental screening

YTD Enrollments

Enrolled < 45 Days

100%

95%

90%

95%

100%

100%

100%

10%

100%

94%

93%

96%

91%

91%

82%

100%

11%

94%Funded Enrollment 1690

Head Start 18-19

YTD Enrollments is defined by the cumulative enrollment as defined by the Performance Information Report.

The percentages are based off of YTD enrollment. Some data is not yet reflected due to processing time (data entry) and health timelines.

* Currently we do not have any children identified in this category.

The data reflects data from 2/14/2019 0907.

Program Term: Early Head Start 18-19 (INFANT/TODDLER)

PIR Performance Indicators LocalThreshold

2529

Children medically screened

Children receiving medical treatment

Children with health insurance

Children with a medical home

Mental health services received of referrals made

Children with a disability (YTD)

Children completing developmental screening

YTD Enrollments

Enrolled < 45 Days

100%

95%

100%

100%

100%

10%

100%

81%

100%

77%

77%

--%*6%

94%Funded Enrollment 256

EHS 18-19

Program Information: JANUARY 2019

APPROVED BUDGET CATEGORIES

APPROVED BUDGET

CURRENT MONTH

EXPENSES

YTD ACTUAL EXPENSES

%EXPENDED

AMOUNT ENCUMBERED

Remaining Balance

Personnel 11,299,910 977,623 8,275,083 73.2% 3,239,595 (214,768)

Fringe Benefits 6,338,450 484,085 4,378,886 69.1% 1,735,322 224,242

Travel 104,634 4,437 42,811 40.9% 4,775 57,048

Equipment 16,312 - - 0.0% - 16,312

Supplies 776,364 26,692 276,273 35.6% 195,335 304,757

Construction 2,769,711 384,153 438,042 15.8% 1,841,453 490,216

Contractual 4,653,922 222,432 1,462,755 31.4% 1,957,192 1,233,975

Other 871,989 72,095 591,227 67.8% 561,658 (280,896)

TOTAL DIRECT COSTS 26,831,292 2,171,516 15,465,078 57.6% 9,535,329 1,830,885

Indirect Cost 2,531,727 175,665 1,409,708 55.7% 687,805 434,214

TOTAL 29,363,019 2,347,181 16,874,786 57.5% 10,223,134 2,265,098

COMMENTS: "Remaining Balance" column shows comparison of "YTD Actual Expenses" Plus "Amount Encumbered" to "Approved Budget". "Adjusted Remaining Balance" column shows Remaining Balance less Start Up Extent Duration BalanceFigures in parentheses ( ) designate over budget.Approved budget - per grant award letter

Supplies, Contractual, Other: Contracts/leases not fully executed have not been encumbered. Supply orders not yet placed are not encumbered.

Santa Clara County Office of Education2018 - 2019 Head Start/Early Head Start TOTAL Grant Award

Budget to Actual SummaryAs of January 31, 2019

Personnel: Includes OPEN positions in the encumbrances.

"Other" Category: Consists of Mileage Reimbursements, Operations & House Keeping, Utilities, Rental, Leases & Repairs, Facility Renovations, Independent Contractors, Parent Travel & Fee Reimbursements, Advertising, Legal Fees, Dues & Memberships, and Communications expenses

Fringe Benefits: Includes OPEN positions in the encumbrances.

Note: Head Start is allowed to have cumulative transfers among direct cost budget categories, without prior approval from the Regional Office, if within 25% of the total approved budget or $250,000, whichever is less.

2.6 % COLA included in budget

Extent Duration Start-Up balance of $3,030,615 carried over from 17-18 to 18-19 due to unfinished projects. Included in FY 18 Budget

In-Kind Contribution Reported As of 01-31-19

Services/Volunteers 553,755$ Partners 3,967,526$ Discount Leases/contribution/other grants -$ Materials -$

Total In-kind Match Received 4,521,281$

In-kind Match Required * 7,340,755$

In-kind Received Over/(Under) (2,819,474)$

Percentage of in-kind match received 61.59%

Percentage of Funding Period Consumed 75.00%

Head Start and Early Head StartIn-Kind Contribution RequiredFor May 1, 2018 - April 30, 2019

$29,363,019

$7,340,755 Federal Amount In-Kind Match

(29,170.90)$

3,116,091$

Total Federal Share (expenses) 16,874,786$ Non-federal share 4,521,281$ Total Program Cost 21,396,067$

% Admin Cost 14.56%

% of NFS to Total Program Cost 21.13%

Head Start and Early Head StartAdministration Cost LimitationFor May 1, 2018 - April 30, 2019

Administrative Cost

Note: The Head Start Act in Section 644 (b) and Head Start regulation 45 CFR 1301.32 limit the amounts of funds that may be charged as development and administrative costs to 15% of the total costs of the program.

As of January 31, 2019

14.56%

64.30%

21.13%Admin Cost

Federal Share

Non-federal share

Program: Head StartFor the Month of: Jan-19

Users Position Title Supplies EquipmentTravel and

Conferences* Other HS Total Expenses

State Preschool

TOTAL EXPENSES Notes

Arce, Adeline Nutritionist Food Services Specialist 24.64 - - - 24.64 - 24.64 Gas for HS vehicle

Arnett, Rocio Head Start Site Director II 32.97 73.40 920.76 - 1,027.13 82.22 1,109.35 Classroom creative curriculum supplies - Glue, rocks, reindeer moss, extension cord. Classroom kitchen equipment - Microwave. Airfares and hotel accommodations for 1 Family Advocate and 1 Supervisor Preschool Site to CHSA Annual Conference in Riverside, CA.

Avoro, Maribel Administrative Assistant - - 1,399.93 - 1,399.93 - 1,399.93 Airfare and registration fees for 2 parents to CHSA Parent Conference in Riverside, CA

Blankenship, Rocio Supervisor-Preschool Inst Sup 265.64 - - 71.22 336.86 85.12 421.98 Classroom creative curriculum materials - Wall hangers, baskets, housewares, bed and bath, cookware, toddlers sleepers, waste baskets. Other - Special milk and food substitute

Dalit, Josephine Preschool Teacher / Coach - - 1,225.00 - 1,225.00 - 1,225.00 CLASS Summit training session in 04/15/19 and Instructional Support Strategies for Coaches in 04/19/19 in Nashville, TN for 2 Teacher Coaches.

Dominguez, Reyna Supervisor - Home Base - - 2,502.91 - 2,502.91 - 2,502.91 Home Visiting Summit Registration fees, airfares, and meal perdiems for 3 EHS staff members in Washington

Eng, Gladys Head Start Site Director II 24.29 - - 39.25 63.54 - 63.54 Support for classroom creative curriculum - Drying racks and clothes pins. Other - Food substitutions

Fonseca, Araceli HS Program Operations Manager - - 226.96 - 226.96 - 226.96 Airfare accommodation for 1 HS program Ops Manager to CHSA Annual Conference in Riverside, CA.

Galvan, Angelica Preschool Teacher / Coach - - 2,342.36 - 2,342.36 - 2,342.36 Hotel and airfare accommodations for CLASS Summit training Session in 04/15/19 and Instructional Support Strategies and in 04/19/19 in Nashville, TN for 2 Teacher Coaches.

Garcia, Renee Supervisor-HS Preschool Site 188.94 - 55.53 - 244.47 - 244.47 Leadership Challenge training materials - Cards and books. Other - Food substitutesGee, Thena Mentor Teacher/Coach - Educare 19.60 - - - 19.60 - 19.60 Classroom instructional suppliesGomez, John Manager, Program Q&A - - - 96.72 96.72 - 96.72 Other - Monthly Nestforms app - Mobile software to collect Health & Safety Info

Harnden, Laurie Supervisor-HS Preschool Sites 364.63 - 515.50 - 880.13 - 880.13 Classroom supplies - Rugs. Hotel, transportation, and meal perdiems for High Quality Teaching Practices:Educare Learning Network (ELN) training in Long Beach, CA and ELN Master Teacher Core Training in Chicago, IL. Other - Food and milk substitution

Monica, Emma Supervisor-HS Preschool Site 26.20 - - 86.30 112.50 - 112.50 Kitchen supplies - Cups. Other - Milk substitution

Munoz, Martha Supervisor-HS Parent Advocate 37.88 - 391.96 - 429.84 - 429.84 Airfare accommodation for 1 HS Supervisor to CHSA Annual Conference in Riverside, CA.

Nguyen-Soy, My Head Start Site Director II 138.45 - - 24.96 163.41 67.85 231.26 Office Supplies - Binders, file hangers, and laminator. Outdoor playground supplies - Sand for McKinley blended site. Other - Food and milk substitutes

Pando, Adolfo Manager, Planning and Support 50.00 - - - 50.00 - 50.00 Gas for HS vehicle

Ponce, Joyce Preschool Teacher / Coach - - 2,342.36 - 2,342.36 - 2,342.36 CLASS Summit training Session in 04/15/19 and Instructional Support Strategies for Coaches in 04/19/19 in Nashville, TN for 2 HS Teacher Coaches.

Sazio, Sinthia Head Start Site Director II 275.53 - 912.76 39.67 1,227.96 - 1,227.96

Creative curriculum classroom materials and supplies - Wood sticks, hot glue, frames, bath, kitchen supplies, and weighted sensory vest for inclusion support . Airfare and hotel accommodations for 3 Family Advocates to CHSA Annual Conference in Riverside, CA. Food and beverages for parent workshop. Other - Food substitutions

Sousa, Pedro Head Start Site Director II 77.31 - 155.96 68.44 301.71 - 301.71 Classroom materials and supplies - Outdoor sand, office supplies, salt, indoor heater, and storage drawer. Airfare accommodations for 1 Site Director to CHSA Annual Conference in Riverside, CA. Other - Food substitutions

Tran, Cuc Head Start Site Director II 71.87 - 125.00 47.93 244.80 - 244.80 Classroom materials and supplies- Baby clothes, scissors, zip lock bags, and garden materials . CLASS annual recertification. Other - Food substitutions

Victoria, Noel Network Analyst - COE 57.38 - - - 57.38 - 57.38 Gas for HS vehicles

Vo, Dung Head Start Site Director II 856.83 - - 272.35 1,129.18 - 1,129.18 Classroom materials and supplies - Storage bins, cleaning wipes, condiments, baskets, dolls, blocks, and play traffic signs. Classroom materials for QRIS ECERS training. Other - Food substitutions

16,449.39$ 235.19$ 16,684.58$

Santa Clara County Office of Education

SUMMARY OF CREDIT CARD EXPENDITURE

TOTAL FOR THE MONTH

* Travels and conferences include registration, transportation and lodging arrangements made for staff and parents attending conferences and trainings in accordance with AR 3350 and funding guidelines.

Note: The receipt of the P-Card Bank Statement and the time allotted for each employee and supervisor to review, reconcile and approve the P-Card charges may require the reporting of allowable and authorized charges to be reported on the financial reports up to two months in arrears.

Date 2/20/2019

Program Head StartMonth Jan-19

Breakfast Lunch Snack8,924 12,788 1,045

66,088.37$ 78,353.90$ 12,265.53$

Santa Clara County Office of EducationREPORT ON USDA MEALS AND CLAIM FOR REIMBURSEMENT

Number of Meals Served for Head Start & EHS

Total Claim for Reimbursement to

CA Dept of Education

Amount charged by Revolution

Foods

Amount due by HS to

Revolution Foods

Total Claim Reimbursement for Head Start

Z:PPS/WEEKLY ENROLLMENT REPORTS

1. OVERALL ENROLLMENT INCLUDING PARTNERS - PROGRAM YEAR 2018-19Total Funded Vacancies

Number of Enrollment Current less thanClassrooms 2018-19 Enrollment 30 days Totals

4 83 83 0 83Single Day Session 14 276 269 7 276

19 626 587 39 62637 985 939 46 985

5 106 100 6 106Kidango - Part Day Session 4 122 122 0 122SJB - Full Day Session 17 248 194 54 248State Preschool (SCCOE) - Full Day Session 9 197 193 4 197

4 32 31 1 3239 705 640 65 70576 1690 1579 111 1690

Total Funded VacanciesNumber of Enrollment Current less than

Classrooms 2018-19 Enrollment 30 days Totals4 33 33 0 33

SJB 4 82 30 52 820 141 141 0 1418 256 204 52 256

2. OVERALL ATTENDANCEMonthly Attendance (needs to be ≥ 85%) Oct-18 Nov-18 Dec-18 Jan-192018-19 Program-wide (funded enrollment 1,961) 89.00% 86.00% 90.90% 89.63%

Current Report93914568

Full Day Session

Part Day Session

Incomplete/Pending Applications2018-19 Total Waitlist

SCCOE Head Start Preschool

3. HS APPLICATIONS/ENROLLMENT SCCOE OPERATED PROGRAM YEAR 2018-19

Head Start Subtotal

Early Head Start Subtotal

2018-19 Total Enrolled

Early Head Start with Partners

M E M O R A N D U MSanta Clara County Office of Education

Early Learning Services Department - Head Start Program

AS OF JANUARY 30, 2018ENROLLMENT REPORT FOR PROGRAM YEAR 2018-19

Head Start Partners Sites

Home-Based (SCCOE)

Kidango - Full Day Session

Milpitas - Full & Part Day SessionsPartner SubtotalGrand Total Head Start

Kidango

Head Start Preschool - Directly Operated

Enrolled 939

Waitlist 145

2018-2019Enrollment

Enrolled Waitlist

Mary Ann Dewan, Ph.D.County Superintendent of Schools

County Board of Education: Joseph Di Salvo, Rosemary Kamei, Kathleen M. King, Grace H. Mah, Peter Ortiz, Claudia Rossi, Anna Song1290 Ridder Park Drive, San Jose, CA 95131-2304 (408) 453-6500 www.sccoe.org

Transforming Education through Leadership, Service, and Advocacy