- Statement of Purpose
- Functions
- Composition of the Council
- Terms of Appointments
- Officers
- Duties of Officers
- Conflict of Interest
- Order of Business (Meetings)
- Voting Requirements and Procedures
- Regular Meeting of the Council
- Temporary Meeting of the Council
- Agenda and Minutes of Meetings
- Attendance at Meetings
- Quorum
- Committees/Work Groups
- Parliamentary Rules
- Changes to and Suspension of Bylaws
APPROVED BY The Board of Supervisors and County Superintendent of Schools March 8, 2005
Purpose of Council:
The Council was founded in 1993 to: 1) serve as the child care policy advisory and planning body for the County Board of Supervisors and County Superintendent of Schools; 2) conduct appropriate needs assessments and analysis on the state of child care in Alameda County; 3) research and promote resources to address identified needs; and 4) provide linkages with local planning jurisdictions and governments, businesses, and other family services in order to assist the development of quality programs for children and families in Alameda County.
Membership of Council:
In compliance with State of California regulations (Education Code Sections 8499.3 and 8499.5) and to maintain an inclusive participation from the diverse communities in Alameda County, the Council has a General Membership and a Steering Committee.
General Membership is open to any person living or working in Alameda County and who is supportive of, and works for, the betterment of childcare in Alameda County. Currently, General Membership stands at 200 individuals.
Steering Committee members are appointed by the County Board of Supervisors or County Superintendent of Schools, and exercise decision making responsibility for Council business and policy recommendations. The Steering Committee is composed of 35 members from the following representation (7 members from each category): consumers of child care; child care providers; public agencies; community groups; and members selected at the discretion of the County Board of Supervisors and County Superintendent of Schools.
Steering Committee members are appointed for three year terms; a Chair and Vice Chair are selected by the Steering Committee for two year terms. Current Chair is
Rose Padilla-Johnson; Vice Chair is Rosemary Obeid.
Meetings are held on the third Friday of alternative months beginning in January, at 9:00 a.m., usually at 125-12th St., Oakland CA, and are open to the public.
Focus (Scope of Work): Specific committee and project work of the Planning Council is designed to: 1) meet topical and emergent issues in child care and 2) fulfill the mandates set forth by the State of California regulations (see Purpose of Council above).
Article I
Statement of Purpose
The The Child Care Planning Council complies with California CalWORKs legislation AB1542 (Ed Code Sections 8499.3 and 8499.5) and serves as a forum to address the child care needs of all families and in all child care programs, both subsidized and nonsubsidized, in Alameda County.
The Council's major responsibilities are the following (assuming adequate levels of funding and staffing): 1) provide a forum for the recommendation of local priorities for child care funding and the development of policies to meet the needs identified within those priorities when appropriate and requested; and 2) advise the County Board of Supervisors (CBS) and County Superintendent of Schools (CSS) on child care program and policy issues.
Functions
In compliance with California law, the Council shall:
1. By May 30 of each year, upon approval by the County Board of Supervisors and the County Superintendent of Schools, shall submit to the California Department of Education (CDE) the local priorities it has identified that reflect all child care needs in the County. To accomplish this, the Planning Council shall do the following:
2. Conduct an assessment of child care needs at least once every five years. CDE shall prescribe and define data elements to be included in the needs assessment and shall specify the format for the data reporting. The needs assessment shall also include all factors deemed appropriate by the Planning Council in order to obtain an accurate picture of the comprehensive child care needs in the County. The factors shall include, but not be limited to, all of the following:
a. The needs of families eligible for subsidized child care.
b. The needs of families not eligible for subsidized child care.
c. The waiting lists for programs funded by the CDD and California Department. of Social Services (CDSS).
d. The need for child care for children determined by the child protective services agency to be neglected, abused, or exploited or at risk of being neglected, abused or exploited
e. The number of children in families receiving public assistance, including food stamps, housing support, and MediCal, and assistance from the Healthy Families Program and the Temporary Assistance to Needy Families (TANF) program
f. Family income of families with infant, pre-school or school-age children.
g. The number of children who have been determined by the Regional Center of the East Bay or require services pursuant to an individualized family service plan, or by a local education agency to require services pursuant to an individualized education program or an individualized family service plan
h. Breakdown of the number of children by primary language pursuant to CDE's language survey and the number of children by identifiable cultural backgrounds
i. Special needs based on geographic considerations, including rural areas
j. The number of children needing child care services by age cohort.
k. Growth needs
l. Funding sources
m. Any other factor deemed appropriate by the Council.
3. Document information gathered during the needs assessment that shall include, but need not be limited to: data on supply, demand, cost, and market rates for each category of child care in the County.
4. Encourage public input in the development of funding priorities. Opportunities for public input shall include at least one public hearing during which members of the public can comment on the proposed priorities.
5. Prepare a comprehensive County-wide child care plan designed to mobilize public and private resources to address identified needs.
Conduct a periodic review of child care programs funded by the CDE, CDSS and associated federal funding sources to determine if identified priorities are being met, including funding, staffing and quality issues.
Collaborate with subsidized and nonsubsidized child care providers, County welfare and human service agencies, job training programs, employers, integrated child and family service councils, the local and state children and families commissions, parent organizations, Early Start family resource centers, local child care resource and referral programs and other interested parties to foster partnerships designed to meet local child care needs.
8. Design a system to consolidate local child care waiting lists.
10. Submit the results of the needs assessment and the identified local priorities to the County Board of Supervisors (CBS) and County Superintendent of Schools (CSS) for approval before submitting them to CDD.
11. Review and comment on policies and procedures submitted to the CDD that concern child care to be provided within Alameda County. These comments shall in no way be binding on the CDD in determination of programs to be funded.
12. Identify at least one, but no more than two members to serve as part of the CDD team that reviews and scores proposals for child care services funded through the CDD. Council representative shall not review and score proposals from Alameda County.
13. Develop and implement a training plan to provide increased efficiency, productivity, and facilitation of Council meetings.
Article II
Composition of the Council
To comply with mandates of AB 1542 and to maintain an inclusive participation from the diverse communities in Alameda County, the Council has a General Membership and an appointed Steering Committee.
General Membership is open to all Alameda County residents and persons employed in Alameda County who are supportive of, and work for, the betterment of child care in Alameda County. General membership is indicated by attendance at Planning Council meetings, Council committee participation, or support of Planning Council activities through volunteer work or contributions of goods or services. General members do not vote on business or policy items. They participate in recruiting and selecting nominees for the Steering Committee, and directing the focus of Planning Council activities.
Steering Committee members are appointed by the County Board of Supervisors and/or County Superintendent of Schools and exercise decision-making responsibility for Planning Council functions as described in AB 1542, as well as hold voting rights on all Council business and policy recommendations. The Steering Committee is composed of 35 members, from the categories listed below. In addition, two ex-officio members, one appointed by the Superintendent of Schools and the second appointed by the Board of Supervisors, will serve on the Steering Committee in a non-voting capacity. Every effort is made to ensure that membership reflects the racial, ethnic, and geographic population of the County. Every effort is made to ensure that categories include representation from groups that serve families and children with disabilities and other special needs.
B) 20% Child Care Providers (1 from each of the following areas):
- Family Child Care
- School District
- Community Based Non-Subsidized
- Community Based Subsidized
- Resource and Referral
- Child Care Payment Programs (AP)
- Head Start
C) 20% Public Agency Representatives
Suggested groups to be represented:
- County Social Services Agency
- City Government
- Community Development Agency (County Planning)
- County Office of Education
- Parks and Recreation
- Colleges/Universities
- Community Care Licensing
- County Health Agency
- County Children and Families Commission
D) 20% Community Representatives: Seven individuals who are not child care providers or CDD contractors, but are from an agency or business that provides private funding for child care services, or persons who advocate for child care services through participation in civic or community based organizations.
Suggested groups to be represented:
- Business and Chambers of Commerce
- Healthy Start
- League of Women Voters
- United Way
- Foundations
- Labor organizations
- Service organizations (Kiwanis, Rotary Club)
- Ethnic organizations (Urban League, Asian Cultural Center, etc.)
- Faith-based organizations
- Interested citizens
E) 20% (7 total) at Discretion of the County Board of Supervisors and County Superintendent of Schools:
Suggested groups to be represented:
- Family support organizations
- Early childhood professional associations/ Child development experts
- Non-governmental social and health services agencies
- Economic development specialists
- Child care providers including public and private centers, license exempt providers, family child care, Head Start, and Alternative Payment Programs
- Child Care Resource and Referral Agencies
Terms of Appointments
A term for Steering Committee Membership is three years from appointment date, except that at the first meeting of the Council following the adoption of these by-laws and appointment of Steering Committee members, the Steering Committee shall by lot chose half of their number to serve an initial two-year term. All Steering Committee members thereafter shall serve a three year term as provided above. No Steering Committee member shall serve more than two consecutive terms. There is no limit on the number of terms that can be served.
As required by California law, fifty percent (3) of the members in each category must be appointed by the County Board of Supervisors and 50% (3) by the Superintendent of Schools. The seventh appointee in each category must be agreed upon the Board of Supervisors and Superintendent of Schools.
Prior to term openings, a Review Committee* of five members of the current Steering Committee will select and recommend to the full Planning Council Steering Committee nominees for open categories. The full Steering Committee shall then vote on nominees to forward to the Board of Supervisors and County Superintendent of Schools for appointment to the Steering Committee.
The Review Committee will be appointed by the current Chairperson and will strive to have one representative from each of the five categories of the Steering Committee.
The Council shall comply with the system for new appointments, resignations, and replacements specified by the Alameda County Board of Supervisors and County Superintendent of Schools.
See procedures for recruitment, screening, and selection of nominees for steering committee candidates, 2/20/98.
Article III
Officers
Terms of office are two years beginning at the July meeting. An officer shall serve no more than two consecutive terms. There is no limit on the number of terms that can be served. The out-going Chair will appoint a Nominating Committee to provide adequate time for the Nominating Committee to meet and select nominees to put forth for Chair and Vice Chair at the meeting immediately prior to the July meeting.
Should the office of the Chairperson become vacant, due to the resignation of the incumbent, the Vice-Chairperson shall temporarily assume the office. He or she shall immediately appoint a Nomination Committee which shall meet and report to the next regularly scheduled Council meeting on its nominees to fill the expired term of the vacated office. The vacancy will be filled by a majority vote. The same procedure shall apply if the office of Vice-Chairperson is vacated.
Article IV
Duties of Officers
The duties of the Chairperson shall be:
- To preside at all meetings of the Council.
- To call special meetings.
- To appoint the Chairperson(s) of Council committees and work groups.
- To serve as an ex-officio officer of all committees.
- To work with the staff of the Council to prepare an agenda for each meeting
- To see that members of the public have an opportunity to speak on agenda items at the appropriate time.
- To represent the Council at appropriate functions and events.
- To perform all other duties necessary or incidental to the office.
In the absence of the Chairperson, or upon his or her inability to act, the Vice-Chairperson shall take his or her place and perform the duties. Upon the absence or inability to act of both the Chairperson and Vice-Chairperson, the remaining members of the Council shall appoint one of their members to act temporarily as Chairperson.
Article V
Conflict of Interest
No member of the Steering Committee shall participate in a vote if he or she has a proprietary interest in the outcome of the matter being voted upon.
Members shall give an initial written disclosure to the full Council of any personal, professional and agency ties which pose a conflict of interest and thereafter, annually. All designated appointees of this Council shall file statements within 30 days after the effective date of this bylaw.
Article VI
Order of Business (Meetings)
The order of business, ordinarily, shall be as follows:
- Roll Call of Steering Committee
- Approval of Minutes
- Communications and Correspondence
- Reports of Committees
- Unfinished Business
- New Business
- Public Input/Announcements
Time will be allotted at each meeting for General Membership and public input/announcements. Each person addressing the Council shall identify himself/herself by name, address and (if any) the organization represented.
Council members wishing to present speakers at meetings should consult with staff at least 24 hours before establishing the Agenda.
Article VII
Voting Requirements and Procedures
Every Steering Committee member must be present in person to vote and no proxies are to be recognized. However, correspondence germane to the Agenda from excused absent members is to be read and considered as part of the discussion.Article VIII
Regular Meeting of the Council
The Planning Council meeting calendar will be set on an annual basis and approved by the Planning Council Steering Committee, including meeting places and times. The Council shall hold regular meetings at least bimonthly at a regularly designated place.
Article IX
Temporary Meeting Places - Emergency
In case of an emergency, the Council, by resolution, shall designate another place to meet temporarily, specifying the time.
Article X
Agenda and Minutes of Meetings
The Agenda of each meeting of the Council shall be delivered personally, by mail or by electronic mail to the members of the Steering Committee at least 72 hours before the time of the meeting. A copy of the minutes of the previous meeting of the Council will endeavor to be delivered personally, by mail or by electronic mail as soon as possible, or no later than 72 hours before the next meeting to each member of the Steering Committee, and shall be made available to the public at the next meeting.
A copy of the minutes of each meeting of the Council shall
be delivered personally or by mail as soon as possible, or no later than
24 hours before the meeting to each member of the Steering Committee, and
be made available to all other persons at the next meeting.
All Planning Council meetings shall be open to the public and shall be advertised and conducted in accordance with the Ralph M. Brown Act, Government Code Sec. 54950.
Article XI
Attendance at Meetings
Steering Committee members shall be present at the hour appointed for each regular, special or recessed meeting of the Council. No person may be absent for more than two consecutive mandatory Council meetings. The Board of Supervisors and the County Superintendent of Schools shall be advised of such absences so that Steering Committee Members' standing may be reconsidered.Stipends: The Child Care Planning Council Steering Committee parent representatives (only if not offered on-site) for costs incurred for child care not to exceed $40.00 per meeting, and for substitutes for Steering Committee members who are licensed family child care providers or center-based teachers not to exceed $40.00 per meeting for mandatory Council meetings and for committee and/or work group attendance. In no instance will Steering Committee members be compensated for their time. Requests for all reimbursements must be submitted in writing with receipts to staff.
Article XII
Quorum
A quorum for the transaction of official business shall consist of a majority of the currently appointed Steering Committee, or for Executive Committee meetings, a majority of the Executive Committee members.
Article XIII
Committees/Work Groups
Committees or Work Groups shall be organized by the Chair to conduct research and formulate recommendations to the Steering Committee on specific focus areas. Committees and Work Groups will be time limited and invite the involvement of General Members, members of appropriate professions, and the general public. A Chair will be elected for and by each Committee and appointed by the Planning Council Chair. The Chair of each Committee is also a member of the Executive Committee.
The Executive Committee shall be composed of the Chair, the Vice Chair, the immediate past Chair and the Chairs of all committees. The duties of the Executive Committee are to provide leadership, financial accountability and policy recommendations to the Council, and to perform other duties as specified in these bylaws. The Executive Committee shall have the authority to conduct the business of the Council between meetings of the membership. The Executive Committee shall be subject to the directives of the Council and none of its acts shall conflict with the action taken by the Council.
The Executive Committee shall review the scope and purpose of committees and workgroups at least annually and shall make recommendations to the Council regarding their continuation or elimination. Committees shall meet at the call of the Committee Chair.
All standing Committee meetings of the Planning Council shall be advertised and conducted in accordance with the Ralph M. Brown Act, Government Code Sec. 54950.
Article XIV
Parliamentary Rules
On any question or point of order not contained in these rules and regulations, the Council shall be governed in its parliamentary actions by Roberts' Rules of Order.
Article XV
Changes to and Suspension of Bylaws
Changes/suspension to the Bylaws shall be by motion and shall require an affirmative recorded vote of a majority of the members of the Council. When adopted, such changes/suspensions shall be recommended to the Alameda County Board of Supervisors and County Superintendent of Schools for their review and shall become effective upon approval.
