2010/04/13 olive crest foster family agency contract review - a department of children and family...

8/9/2019 2010/04/13 Olive Crest Foster Family Agency Contract Review - A Department of Children and Family Services Pro

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WENDY L.WATANABEAUDITOR-CONTROLLERMARIA M. OMSCHIEF DEPUTY

COUNTY OF LOS ANGELESDEPARTMENT OF AUDITOR-CONTROLLER

KENNETH HAHN HALL OF ADMINISTRATION500 WEST TEMPLE STREET, ROOM 525LOS ANGELES, CALIFORNIA 90012-3873PHONE: (213) 974-8301 FAX: (21 3)26-5427ASST. AUDITOR-CONTROLLERS

ROB ERT A. DAVISJOHN NAlMOJUDl E. THOMAS

April 13 , 2010

TO : Supervisor Gloria Molina, Cha irSupervisor Mark Ridley-ThomasSupervisor Zev YaroslavskySupervisor Don KnabeSupervisor Michael D. AntonovichFROM: Wendy L. WatanabAuditor-ControlleriSUBJECT: OLIVE CREST FOSTER FAMILY AGENCY CONTRACT REVIEW - ADEPARTMEN T OF CHILDREN AND FA MILY SERVICES PRO VIDERWe have comp leted a contract compliance review of Olive Crest Foster Fam ily Agency(Olive Crest or Agency), a Department of Children and Family Services (DCFS)provider.

BacklaroundDCFS contracts with Olive Crest, a private non-profit community-based organization torecruit, train and certify foster parents for the supervision of children DCFS places infoster care. Once the Agency places a child, it isequired to monitor the placement untilthe ch ild is discharged from the program.Olive Crest is required to hire qualified social workers to p rovide case m anagement andact as a liaison between DCFS and foster parents. The Agency oversees a total of 68certified foster homes in which 48 DCFS children were placed at the time of our review.Olive Crest is located in the Fourth and Fifth Districts.DCFS pays Olive Crest a negotiated monthly rate, per child placement, established bythe California Department of Social Services' (CDSS) Foster Care Rates Bureau.Based on the child's age, Olive Crest receives between $1,589 and $1,865 per month,per child. Ou t of theseunds, the Agency pays the foster parents between $624 and$790 per month, per child. DCFS paid Olive Crest approximately $816,000 duringFiscal Year 2008-09.

Help Conserve Paper - Print Double-Sided"To Enrich Lives Through Effecfivend Caring Service"


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Board of SupervisorsApril 1, 201 0Page 2

The purpose ofur review waso determine whetherlive Crest was providing theservices outlined in their Program Statement anounty contract. W e reviewedcertified foster parent files, children's case files, heAgency's staff.e also visited a number of certified foster nd interviewed children and the foster parents.

Results of ReviewThe foster parents indicated that the services thexpectations. The foster childe interviewed indicatedhat he enjoyed living withisfoster parents.he toddlerse observed appearedell cared for a ndealthy. Inaddition, theeven foster homes we visited were well maintaOlive Crest needso ensu re that foster parent certification ll the requiredinformation. The Agency also needs to ensure nd Services PlansNSPs) andTermination Reports are prepared withinhe required timeframes and herequired information . Specifically:

Three ofhe seven foster homes visited did not have hesecond story in casef an emergency.Two of the seven foster homes visited had swimmingparents in the two homes did not have water yCDSS Title 22 regulations. Subseque nto our review, one of the foster removed their above-groundool and the other foster parent the water safetycertification classnd is awaiting receipt of the water safetyCross.One of the seven foster homes annual re-certificationas 11 months past due.Subsequent tour review, the Agency conducted the reSeven ofhe 13 foster parent certification files reviedocumen tation of current automobile insurance.n addition, onef the sevencertification files did not contain docume ntationf a curren t driver's Subsequent tour review, the Agency providedpdated copies ofhe insurancepolicies and driver's license.One of the3 foster paren t certification files reviewedCPR certificate. At the time ofur review, the certificateas expired for months. Subsequento our review, the foster parent obtained certificate.


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Board of SupervisorsApril 1 3, 2010Page 3

One ofhe 13 foster parent certification files reviewedid not containhe results ofa pre-certification ealth examination as required. Subse quent tour review, theAgency provided docum entation of the health n addition, anothfoster parent's pre-certification health exam inationfive months late.Three ofhe seven NSPs reviewedere not prepared timely.he three NSPswere preparedn average of 25 days late. Our prior review also nCrest did not always ensure that NSP sere prepared timely.Three ofhe seven NSP s reviewed didot indicate the reason the childrennplacemen t as required.One of the seven NSPs reviewed didot contain goalsor the child as requiredThree ofhe seven NSP s reviewed did not containhechildren's DCF S social workersere provided with monthly un thechildren's progress.ur prior reviewlso noted that Olive Crest did ensure that DCFS social workerseceived monthly updates onhe children'sprogress.Two of the three Termination Reportseviewed were not prepared treports were prepared 41 days late.

The prior monitoring report contained five outstandingfully implemen ted threef the recomm endations and partiallyrecomm endation. As indicated earlier, the recomm endationso two findingsnthis report were also noted duringhe prior review.The details ofur review along with recomm endations attached.

Review of ReportW e discussed our report with Oliverest on January, 2010. In their attachedresponse, Olive Crest manag ement indicates as taken toimplement the recomm endations (Attachment). We also notified DCF S he resultsof our review. In their response (AttachmentI), DCFS indicates they have scheduled a follow-up reviewf our recomm endations for Septem ber.


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Board of SupervisorsApril 13, 201 0Page 4

We thank Olive Crest for their cooperation and ascall me if you have any questions or your staff may contacton Chadwick at (213)253-0301.

Attachmentsc : William T Fujioka, Chief Executive OfficerPatricia S.loehn, Director, Department of Children and

Chris Wing, Chair,oard of Directors,live Crest FFATim Eby-McKenzie, Director of FosterIAdoption Care, Olive Crest FFAJean Chen, Community Care LicensingPublic Information OfficeAudit Committee


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FOSTER FAMILY AGENCY PROGRAMOLIVE CREST FOSTER FAMILY AGFISCAL YEAR008-09BILLED SERVICES

ObjectiveDetermine whether Olive Crest Fosteram ily Agency (Olive Crest or Aprogram servicesn accordance with their County contractnd California DepartmeSocial ServicesCD SS ) Title 22 regulations.VerificationW e visited seven of the8 Los Angeles County certified fosterbilled the Departmen t of Children and Fam ily Sn February and 2009, and interviewed ten foster parents andne child placed in the seven homnaddition, we observed six toddlers who wereoo young to interview.e also reviewedthe case filesor 13 foster parents and seven children he Agency'smonitoring activity.e performed our review duringune and July 2009.ResultsThe foster parents indicated that the services theceived from Olive Crest met expectations. The foster childe interviewed statedhat he enjoyed living withisfoster parents.n addition, the toddlers we observed ahealthy. The seven foster homes we visited werwith CDS S Title 22 regulations.Olive Crest needs to ensure that foster parent information. The Agencylso needs to ensure Needsnd Services PlansNSPs) andTermination Reports are prepared within the reherequired information. We specifically noted the Foster Hom e Visitation and Foster Pa rent Certificati

Three (43%) of the seven fosterom es visited didot have a meansf escapefrom the second storyn case of an emergency.Two (29%) of the seven fosterom es visited had swimm ing pools. How ever, thefoster parentsn the two homes did not have water safety certificaby CDSS Title 22 regulations. Subseq uent to our revihe foster parentsremoved their above-ground pool andhe other foster parent took certification class and is awaiting receipt of theRed Cross.

A U D I T O R - C O N T R O L L E RC O U N T Y O F L O S A N G E L E S


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Olive Crest Foster F amily Anency Pane 2One (14%)f the seven foster homes annual re-certifica1 months pastdue. Subse quent tour review, the Agency conductedhe re-certification.Seven (54% ) of the 3 foster parent certification files redocum entation of current automobile insurance.n addition, one of the sevencertification files did not contain docum entationSubseq uent to our review, thegency provided updated copiesf the insurancepolicies and driver's license.One (8%) of the 13 foster parent certification files revieid not contain current CPR certificate. Athe time ofur review, the certificate four months. Subseq uento our review,he foster parent obtained PRcertificate.One (8%) of the 13 foster parent certification files reviewheresults of a pre-certification health exam ination asreview, the Agency provided docum entationf the health examination.n addition,another foster parent's pre-certification health examapproximately five months late.

Needs and Services Plansnd Termination reportsThree (43%) of the seven NSPs reviewed were not NSPs were prepared anverage of 25 days late.ur prior reviewlso noted thatOlive Crestid not always ensurehat NSP s were prepared timely.Three (43%) ofhe seven NSPs reviewed didot indicate the reasonhe childrenwere in placement as required.One (14%)f the seven NSP s reviewed didot contain goalsor the child asrequired.Three (43%) of theeven NSPs reviewedid not contain docum entationhechildren's DCFS social workers were providedchildren's progress. Our prior review also nothat Olive Crest did nolwaysensure thatCFS social workers received monthly updates progress.Tw o (67%) of the three Termination Reportseviewed were not prepared Both reports were prepared1 days late.



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Olive Crest Fosteramily Anency Pane 3

RecommendationsOlive Crest management ensure:1. Foster homes have an adequate means for residents to escape fromthe second story of theome in case of emergency.2. Foster parents obtainater safety certificatesn homes that havepools or other bodiesf water.3. Foster home annual re-certifications are conducted timely.4. Foster parent certification files contain all the required informationincluding documentation of current automobilensurance, driver'slicenses and CPR certificates.5 . Foster parent's pre-certification health re conductedtimely.6. NSPs are prepared timely.7. NSPs contain allhe required information including the reason thechildren are in placement and goals.8. DCFS social workersre updated monthly onhe childrens'progress.9. Termination Reports are prepared timely.

CLIENT VERIFICATIONObiectiveDetermine whetherhe program participants receivedhe services that Olive to DCFS.VerificationW e interviewed onehild placed in seven Olive Crest certified fofoster parents toonfirm the services Olive Crest billedo DCF S. In addition, observed six toddlersho were toooung to interview.

The foster child indicated thate enjoyed living with his foster pand the toddlersall appeared well cared fornd healthy. The foster parents indicated A U D I T O R - C O N T R O L L E R

C O U N T Y O F L O S A N G E L E S


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Olive C rest Foster F amily Agency Page 4received fromhe Agency me t their expectations. The foster palso appreciatedthe Agency 's excellent training and the help theyeceived from the Agency 's soworkers.

RecommendationNone.

STAFFINGICASELOAD LEVELSObjectiveDetermine whether Olive Crest social workers' o not exceed5 placementsand whetherhe supervising socialorker does not supervise morehan six socialworkers, as required by the County contractnd CDSS Title2 regulations.VerificationWe interviewed Olive Crest's Adm inistrator and aseload statistics and records for the Agency 's socialorkers and supervising social worker.ResultsOverall, Olive Crest's four socialorkers carried anverage caseload of ten cases andthe Agency 's supervising socialorker supervised four social workersnd carried foucases.

RecommendationNone.

STAFFING QUALIFICATIONSObiectiveDetermine whetherlive Crest staff possess the education and work qualifications required byheir County contract andDSS Title 22 regulations. Inaddition, determine whetherhe Agency conducted hiring clearances staff and provided ongoing trainingo staff.VerificationWe interviewed Olive Crest's Adm inistrator and docum entation to confirm their educationnd work experience qualificaticlearances and ongoing training.



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Olive Crest Foster Family Agency Page 5ResultsOlive Cres t's Adm inistrator, supervising social worker education and work experience requiredy the County contract and itle 22regulations. In addition, Oliverest conducted hiring clearances training for staff workingn the C ounty contract.

RecommendationNone.

PRIOR YEAR FOLLOW-UPObiectiveDetermine the status ofhe recomm endations reported inhe prior Auditor-Controller'smonitoring review.VerificationWe verified whether the outstanding recomm endationshe Fiscal Year 20monitoring review were implemented. The report n September 30,008.ResultsThe prior monitoring report contained five outstanfully implemented threef the recomm endationsnd partially implementedrecomm endation. As indicatedarlier, the recomm endations relatedo two findingsnthis report were also noted duringhe prior review.

Recommendation10. Olive Crest management fully implemrecommendations from the prior monitoring report.



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Attachment IPage 1 of 3

Strong Families, Safe KidsTo: Supelvisor Don Knabe (Chair)Supervisor Gloria MolinaSupervisor Markidley-ThomasSupervisor Zev YaroslavslySupervisor Michael>. hutonovichFroin: John hd er se n, MSSubject: Olive Crestoiltract ReviewIt is a p~ivilegeor Olive Crest to servehe children and familics of Los Ang cies County throug h theprovisioil of foster and adoptiveervices. We continue to diligently pursue the goalsf Safety,Permanen ce, and Well-beingor the children andouth we serve in partnership with the Departnleilt ofChildren and Family Services. Olive Crest has recentlydded staffing positions to ensure thesmet in detail by restructuring systenls where needed. It is our since re intention to tneetll contractrequirements and fillly supp ort the collaborative effortso meet the needs of Losngelcs County'sdependent children.Pw su mt to your review, this letter is in response to the final program review results Olive CrestFAreceived. Overall, O live Crests in general agreementith the findings and comm ents.hc followingsum n~asiz es ur plans for corrective actions.Recolnnlendation #IFoster homes have an adequateeans of escap e from the second story of the hom e in case of emergency.Corrective hctlon Plan #1OIiv:: Crest upho lds aommoir practice of review to ensure all fosteromes provide adequateeans ofescape in the event of an emergency . Hom eiFacility checks have been regularly conductedy staff toincrease levelsf compliance withitle 22 and county contract requisements. Foster home emergencyaction plansre reviewed everyix tnont11s by all mem bers of the foster fam ily. Olive Cres till no wrequire that ameans of exiting", GLR 80023, will be established as a rope ladder or other fixedemergency exito provide an adequate means of escapehere needed in the eventf an emergencyassociated with the secondtory of a home.Recommendation#2Foster parents obtain water safety certificatesn homes that have pools or other bodies of water.Corrective Action Plan2G o omes reviewed had bodiesf water and wereound not having water safetyertificates in theirfiles. One home was that of a familyho had recentlyoved to a complex with a sec tre pool and theother home had aeinporaly wading pool in which swimming was not required for rescue,he tcmporalywading pool wasemoved for immediate compliance.t is Olive Crest's policy for familieso have watersafety certificatesn file for homes in which bodies of water exist on the premises. Olive Crest willconCiuue to diligently pronlote com pliance by all foster parents who live in homes with pools or otherbodies ofater to be water safety certified.oster parent file audits will be routinely conductedyQuality Assurance and administrative staff toe in full compliance with Title 22 and county contractrequirements. Any certified family whos planning aove will be requested toave their certificatenplace shou ld there be a body of water11 the premise.

710 S o u t h V i c t o r y Boulevard, Suite 2 0 1 , a u r b a n k , C A 91502S E R V I N G C H I L D R E N A N D F A M I L I E S I N C A L I F O R N I A , N E V A D A , A N D T I I E PAClFlC N O I ? T H W E S ' T


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Recommendation #3Foster homesmu al re-certifications areonducted timely.C o ~ ~ e c t i v ection Plan3Olive Crest works to verify thatll foster homes are re-certified in a timely mann er, consistentith Title22 nd county contract requirements.new practice has been put in place where the fosteramilydirector will contact familiesho are approaching recertificationnd not in compliance. Asoted in theprogram review summ ary, this particular re-certification was t the time of the review.Recommendation#4Foster parent certification files contain allhe required information including currentutoinobileins uan ce, driver's licensesnd CPR certificates.Corrective Actioii Plan #4Foster parentile audits are routinely conducted by Quality Assuran ce dn~inistrative taff to supportfull conlpliance with Title 22 and county contract requiremen ts.s noted in the program reviewsummary, this item was tendedo by O live Cresttaff immed iately subsequen to the time of the review.Necessary docuinentation was securedo complete files.Recom~nendation 5Foster parent'sre-certification health examinations are conductedimely.Corrective Action Plan5At the time of certification the foster familyiles are reviewedor complete docum entation.live Crestcertification coordinatorsill work to verify that all pre-certification healtli examinations are conductedprior to certification. Quality Assuran ce and administrative staff will conduct routine elpmaintain fullomp liatice with Title 22 and county contract requirements.Recommendation #6NSPs a re prepared timely.Corrective Action Planf6Olive Crest FFA staff is requiredo produce allSPs within appropriate Limeframes. FFA staff has beencounseled regardinghis matter, and continued noncom plianceill result in disciplinary actionith thestaff. Quality Assuran ce anddtninistrative staff will conduct regular chart reviews to sullcompliance with Title2 and county contract requirements. Oliverest has recently tir ed a SupervisingCase Managerho will work to ensure comp liancen this area.Recommendation #7NSPs contain all the information required includinghe reason the childrenre in placemen t and goals forthe children.

~ o k e c t i v e c tio n P la n7Olive Crest FFA staff areirected to producell NSPs in a complete anner, including allequiredinformation and goals. FFA staff will be re-trained and instructed to com plete NSPs in a thoroughmanner, and failure too so may result in disciplinary action. Quality Assuran cend administrative staffwill conduct regularhart reviews to help meet complianceequirements foritle 22 regulations andcounty contract requiremen ts. Program leadersill continue to attend county trainingsnd discussionsrcgarding interpretations of how NSPsre to be comnpleted.


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Recommendation $8DCFS social workers are updatedontl~ly n the children's progress.Corrective Action Plan $8Olive Crest administration is confident thatCFS social workers are provided updates11 a monthlybasis, but some staff have failed to M ly document suchipdates. All FFA staff haveeen counseled tofully docum ent contacts with county social workers . Continued his expectationwill resultn disciplinary action,ncluding verbal warnings , written counseling notices,ndlorsuspension . Quality Assu rance and administrativetaff will conduct re y l a r chart reviewso promotecon~pliance ith Title 22 and county contract requiremen ts.Recommendation #9Te~m ination eports are preparedimely.Corrective Actionlan #9Olive CrestFA administratio11direct FFA staff to co mplete termination reports in a timely m anner.Quality Assurancend administrative staffill conduct regular chartcvic~vso verifyompliance withTitle 22 atrd county contract requirements. Continued non-com pliance his expectatioil will result indisciplinary action, including verbal warnings, written coun seling nnd/or suspension.Corrective Action Plans1-9Since the time of this review, Olive Crest FFA administrationas posted additionalupervisory staff tooversee staffnd to help maintain comp lianceith all Title2 and contract obligations. The QuMaragem ent Division of Olive Crest has implementednew program chart reviewrocess, whereby25% of charts will be peer reviewedy supervisory personnel every quarter to proommonpractice in which a11 necessary comp onents are present.Kccommendation #I0Olive Crestanagenlent fully implemen t the outstandingecoinlne~ldations om the prior report.Corrective Action Plan #I0Please see corrective actionlan for #6 and #8 for agencies plan to impleme nt prior reportrecommendation.Olive CrestFPA staff and administration appreciatehe support and guidance of the DCF S reviewers,ndaffirm the agency's continued efforts to deliverhe highest quality of care and serviceso the childrenndfamilies referredy the County.If any further information is needed,ou may contact theos Angeles Foster and A doptions Director,John Andersen, at (818)563-2300, ext, 1301, or Regional Program Director, Steveoclowski ext. 1603.


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Attachment IIPage 2 of 2

DCFS RESPONSE TO THE AUDITOR CONTROLLER'S CONTFUCT REVIEW OFOLIVE CREST FOSTER FAMILY AGENCY PAGE 2

The Out of Home Care M anagement Division (OHCMD) will conduct a fallow-up reviewbased on the A-C's reconimendations entatively by September, 2010.if you have any questions, please contact me at (626) 569-6804.

c: Brian Mahan, CEO, C hildren & Families Well-Being ClusterWendy L. Watanabe, Auditor-ControllerPatricia P laehn, Director, DCFSLisa Parrish, Deputyirector, DCFS

"To Enrich Lives Through Effective and Caring Service"

2010/04/13 olive crest foster family agency contract review - a department of children and family...

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