COUNTY OF LOS ANGELES

DEPARTMENT OF AUDITOR-CONTROLLER
KENNETH HAHN HALL OF ADMINISTRATION
500 WEST TEMPLE STREET, ROOM 525
LOS ANGELES, CALIFORNIA 90012-3873
PHONE: (213) 974-8301 FAX: (21 626-5427
3)
ASST. AUDITOR-CONTROLLERS
WENDY L. WATANABE
AUDITOR-CONTROLLER ROBERT A. DAVIS
JOHN NAlMO
MARIA M. OMS JUDl E. THOMAS
CHIEF DEPUTY

April 13, 2010

TO: Supervisor Gloria Molina, Chair

Supervisor Mark Ridley-Thomas
Supervisor Zev Yaroslavsky
Supervisor Don Knabe
Supervisor Michael D. Antonovich

FROM: Wendy L. Watanab

Auditor-Controller
i
SUBJECT: OLIVE CREST FOSTER FAMILY AGENCY CONTRACT REVIEW A -
DEPARTMENT OF CHILDREN AND FAMILY SERVICES PROVIDER

We have completed a contract compliance review of Olive Crest Foster Family Agency
(Olive Crest or Agency), a Department of Children and Family Services (DCFS)
provider.

Backlaround

DCFS contracts with Olive Crest, a private non-profit community-based organization to

recruit, train and certify foster parents for the supervision of children DCFS places in
foster care. Once the Agency places a child, it is required to monitor the placement until
the child is discharged from the program.

Olive Crest is required to hire qualified social workers to provide case management and
act as a liaison between DCFS and foster parents. The Agency oversees a total of 68
certified 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 by
the 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. Out of funds,
these the Agency pays the foster parents between $624 and
$790 per month, per child. DCFS paid Olive Crest approximately $816,000 during
Fiscal Year 2008-09.
-
Help Conserve Paper Print Double-Sided
"To Enrich Lives Through
and Caring Effecfive
Service"
Board of Supervisors
April 3, 201
10
Page 2

The purposeour reviewof to was

determine Olive
whether
Crest was providing the
services outlined in their Program
County contract.
Statement
We reviewed and t
certified foster parent files, children's case the files, pe
Agency's We staff.
also visited a number of and
certified
interviewed foster the ho
children and the foster parents.

Results of Review

The foster parents indicated that the services they

expectations. The
we interviewed
foster child thatindicated
he enjoyed living his
with
foster The
parents. toddlers
we observed appeared
well cared forhealthy.
and In
addition, seventhe
foster homes we visited were well maintained.

Olive Crest needs

to ensure that foster parent all
certification
the required files
information. The Agency also and Services
needs to(NSPs)
Plans
ensure
and Needs
Termination Reports the
are required
prepared timeframes
within the and con
required information. Specifically:

Three the seven

of foster homes visited did not the have a
second story in case
of an emergency.

Two of the seven foster homes visited had swimming

parents in the two homes did not have by
water saf
CDSS Title 22 regulations. Subsequent
to our review, one of the foster pare
removed their above-ground
pool and the other foster
the waterparent safetytook
certification and is class
awaiting receipt of the water safety
Cross.

One of the seven foster homes wasannual

11 months past
re-certification
due.
Subsequent our review,to the Agency conducted the re-certific

Seven the of13 foster parent certification files reviewed

documentation of current automobile
In insurance.
addition, of the one
seven
certification files did not contain
of a current documentation
driver's licen
Subsequent our review, to the Agency provided
updated copies the insurance
of
policies and driver's license.

One of the
13 foster parent certification files reviewed
CPR certificate. At the time our
of review, the was
certificate
expired for four
months. Subsequent
to our review, the foster parent obtained a cu
certificate.
Board of Supervisors
April 13, 2010
Page 3

One theof13 foster parent certification did not files

contain
the results
reviewed
of
a pre-certificationhealth examination as required. Subsequent
our review, the to
Agency provided documentation In addition,
of the health
another exa
foster parent's pre-certification health examination
five months late.

Three the of
seven NSPs werereviewed
not prepared The three
timely. NSPs
were an average of 25 days late. Our
prepared prior review also noted
Crest did not always were
ensure
prepared that timely.
NSPs

Three the seven

of NSPs reviewed not indicate
did the reason the children
in w
placement as required.

One of the seven NSPs

not contain reviewed
forgoals
the child did as required

Three theofseven NSPs reviewed did not contain

the d
children's DCFS were
social providedworkers with monthly
on the updates
children's progress.
Our prior review
also noted that Olive Crest did not
ensure that DCFS received
social monthlyworkers updates
the children'son
progress.

Two of the three Termination reviewed were

Reportsnot prepared timely.
reports were prepared 41 days late.

The prior monitoring report contained five outstanding

fully implemented of the three
recommendations and partially
recommendation. As indicated earlier, the recommendations
to two findings
in
this report were also
the priornoted
review. during

The details our review

of along with recommendations for
attached.

Review of Report

We discussed our report with CrestOlive

on 8, 2010. In their
January attached
response, Olive Crest management has
indicates
taken to the
implement the recommendations I). We also (Attachment
notified the results
DCFS of
of our review. In their response II),(Attachment
DCFS indicates they have tenta
scheduled a follow-up
of our recommendations
review for
0. September
Board of Supervisors
April 13, 201 0
Page 4

We thank Olive Crest for their cooperation and assistanc

call me if you have any questions or your staff mayDon Chadwick
contact at (213)
253-0301.

Attachments

c: William T Fujioka, Chief Executive Officer

Patricia Ploehn, S. Director, Department of Children and Fam
Chris Wing, BoardChair,
of Directors,
Olive Crest FFA
Tim Eby-McKenzie, Director of FosterIAdoption Care, Olive Crest FFA
Jean Chen, Community Care Licensing
Public Information Office
Audit Committee
 FOSTER FAMILY AGENCY PROGRAM
OLIVE CREST FOSTER FAMILY AGENCY
FISCAL YEAR
2008-09

BILLED SERVICES

Objective

Determine whether Family

Olive AgencyCrest (Olive
Foster Crest or Agency)
program in
services
accordance with their and California
County contract
Department
Social Services
(CDSS) Title 22 regulations.

Verification

We visited seven of Los

68 the Angeles County certified foster h
billed the Department of Children in February
and Family and Services March
2009, and interviewed ten foster
one child parents
placed in the and seven In homes.
addition, we observed six toddlers who
too young
were to interview.
We also reviewed
the case for
files13 foster parents and seven the
children
Agency's and
monitoring Weactivity.
performed our June
reviewand July during
2009.

Results

The foster parents indicated received

thatfrom Olive
the Crest
services met they
their
expectations. Thewe interviewed
foster childthat he
stated
enjoyed living his
with
foster parents.
In addition, the toddlers we observed appeare
healthy. The seven foster homes we visited were
with CDSS Title 22 regulations.

Olive Crest needs to ensure that foster parent certifica

information. The
also needs
Agency
to ensure and
NeedsServices (NSPs)
Plansand
Termination Reports are prepared within the
the required
required information. We specifically noted the followin

Foster Home Visitation and Foster Parent Certification

Three (43%) of the seven homesfoster

visited notdid
have a means
of escape
from the second
in case of an
story emergency.

Two (29%) of the seven homes

foster visited had swimming pools. However, the
foster parents
in the two homes did not have water safety certificates
by CDSS Title 22 regulations. Subsequent the foster
to our parents
review,
removed their above-ground
the other foster
pool parent
and took the
certification class and is awaiting receipt the of their
Red Cross.

AUDITOR-CONTROLLER
COUNTY OF LOS ANGELES
Olive Crest Foster Family Anency Pane 2

One (14%)
of the seven foster homes annual
11 months past
re-certification
due. Subsequent
our review, the to Agency the
conducted
re-certification.

Seven (54%) of the

13 foster parent certification files reviewed
documentation of current Inautomobile
addition, one of the insurance.
seven
certification files did not contain documentation
Subsequent to our
Agencyreview,
provided the updatedof the copies
insurance
policies and driver's license.

One (8%) of the 13 foster parent certification did not filescontain revieweda
current CPR certificate.
the time our
of review,
At the certificate was
four months. to
Subsequent
our review,
the foster parent obtained
CPR a cu
certificate.

One (8%) of the 13 foster parent certification files the reviewed

results of a pre-certification health examination as req
review, the Agency provided of documentation
the health examination.
In addition,
another foster parent's pre-certification health examination
approximately five months late.

Needs and Services

and Termination
Plans reports

Three (43%) of the seven NSPs reviewed were not prepar

NSPs were average of 25 daysan
prepared late.
Our prior review
also noted that
Olive Crest
did not always that ensure
NSPs were prepared timely.

Three (43%)
the seven of NSPs reviewed
not indicate didthe the children
reason
were in placement as required.

One (14%)
of the seven NSPs reviewed
not contain did for
goals
the child as
required.

Three (43%) of the seven NSPs reviewed

did not contain documentation
the
children's DCFS social workers were provided
children's progress. Our that
priorOlive reviewCrest also
always
did noted
not
ensure DCFS
that social workers received monthly updates on
progress.

Two (67%) of the three Termination

reviewed were Reports
not prepared ti
Both reports were 41 days
prepared
late.

A UDITOR-CONTROLLER
COUNTY OF LOS ANGELES
Olive Crest Family
Foster
Anency Pane 3

Recommendations

Olive Crest management ensure:

1. Foster homes have an adequate means for residents to escape from

the second story of the
home in case of emergency.

2. Foster parents water safety

obtain certificates
in homes that have
pools or otherof water.bodies

3. Foster home annual re-certifications are conducted timely.

4. Foster parent certification files contain all the required information

including documentation of current automobile
insurance, driver's
licenses and CPR certificates.

5. Foster parent's pre-certification are conducted

health ex
timely.

6. NSPs are prepared timely.

7. NSPs contain the required

all information including the reason the
children are in placement and goals.

8. DCFS social workers

are updated monthly
the childrens'
on
progress.

9. Termination Reports are prepared timely.

CLIENT VERIFICATION

Obiective

Determine thewhether
program participants the servicesreceived that Olive Crest
to DCFS.

Verification

We interviewed child placed

one in seven Olive Crest certified foster
foster parents
confirm theto services Olive to DCFS.
Crest In addition,
billed we
observed sixwho were
toddlers young
too to interview.

The foster child indicated

he enjoyed thatliving with and
his the foster
toddlers parents
all appeared cared Thefor foster
well and healthy. parents indicated th

AUDITOR-CONTROLLER
COUNTY OF LOS ANGELES
Olive Crest Foster Family Agency Page 4

received the from

Agency met their expectations. The
also appreciated
foster parents
the Agency's excellent training receivedand
from the
theAgency's
help theysocial
workers.

Recommendation

None.

STAFFINGICASELOAD LEVELS

Objective

Determine whether Olive Crest do notsocialexceed

15 workers'
placements caseloa
and whether
the supervising worker
social
does not supervise
than six social
more
workers, as required byand the
CDSS County22Title contract
regulations.

Verification

We interviewed Olive Crest's caseload

Administrator
statistics and
and payroll
review
records for the Agency's workerssocial
and supervising social worker.

Results

Overall, Olive Crest's

workers carried
four average
social
an caseload of ten cases and
the Agency's supervising
worker supervised social four and
social
carried workers
four
cases.

Recommendation

None.

STAFFING QUALIFICATIONS

Obiective

Determine Olive Crest staff possess the education

whether and work expe
qualifications their
required
County contract
by CDSSandTitle 22 regulations. In
addition, determine the Agencywhether
conducted hiring clearances prio
staff and provided to ongoing
staff. training

Verification

We interviewed Olive Crest's Administrator and revie

documentation to confirmand worktheir experience
education qualifications,
clearances and ongoing training.

AUDITOR-CONTROLLER
COUNTY OF LOS ANGELES
Olive Crest Foster Family Agency Page 5

Results

Olive Crest's Administrator, supervising social worker and

education and work experience
by the County required
contract Titleand
22 CDSS
regulations. In addition, Crest
Olive
conducted hiring clearances and
training for staff working
on the County contract.

Recommendation

None.

PRIOR YEAR FOLLOW-UP

Obiective

Determine the status the of

recommendations the prior
reportedAuditor-Controller's
in
monitoring review.

Verification

We verified whether the outstanding the Fiscal recommendations

Year 2007-08
monitoring review were implemented.on September The2008. report
30, wa

Results

The prior monitoring report contained five outstanding

fully implemented of the three
recommendations and partially implemented
recommendation. earlier,
As the recommendations
indicated to two related
findings
in
this report were also
the priornoted review.during

Recommendation

10. Olive Crest management fully implement

recommendations from the prior monitoring report.

AUDITOR-CONTROLLER
COUNTY OF LOS ANGELES
 Attachment I
Page 1 of 3

Strong Families, Safe Kids

To: Supelvisor Don Knabe (Chair)

Supervisor Gloria Molina
Supervisor Kidley-Thomas
Mark
Supervisor Zev Yaroslavsly
Supervisor I>. Michael
hutonovich

Froin: John hdersen, MS

Subject: Olive
Coiltract Review
Crest

It is a p~ivilegefor Olive Crestthe children

to and
serve
familics of Los Angcies County through the
provisioil of foster and services.
adoptive
We continue to diligently pursue the goals
of Safety,
Permanence, and Well-being
for the children we serve in partnership with the Departnleilt of
youthand
Children and Family Services. Olive Crest
added staffing
has recently
positions to ensure these goa
met in detail by restructuring systenls where needed. It is our sincere intention to tneetall contract
requirements and fillly support the collaborative to meet theefforts
needs of Los Angelcs County's
dependent children.

Pwsumt to your review, this letter is in response to the final program review results OliveFFA Crest
received. Overall, is in general
Olive Crest
agreement
with the findings and comments.
Thc following
sumn~asizesour plans for corrective actions.

Recolnnlendation #I
Foster homes have an adequate
means of escape from the second story of the home in case of emergency.

Corrective hctlon Plan #1

OIiv:: Crest upholds
commoir practice
a of review to ensure all fosterhomes provide adequate
means of
escape in the event of an emergency. HomeiFacility checks have been regularly conducted
by staff to
increase of levels
compliance Title 22with
and county contract requisements. Foster home emergency
action plans
are reviewed six tnont11s
every by all members of the foster family. Olive will
Crestnow
require that of aexiting", GLR 80023, will be established as a rope ladder
"means or other fixed
emergency to provide
exitan adequate means of escape where needed in the of an emergency
event
associated with the second
story of a home.

Recommendation #2
Foster parents obtain water
in homes that
safety
have poolscertificates
or other bodies of water.

Corrective Action
#2 Plan
G o homes reviewed of water
had bodies
andfoundwerenot having watercertificates
safety
in their
files. One home was that of a family who had moved to a complex with a sectre pool and the
recently
other home had teinporaly
a wading pool in which swimming was not required The
fortcmporaly
rescue,
wading pool
removedwas for immediate It compliance.
is Olive Crest's policy
to have
for water families
safety certificates
on file for homes in which bodies of water exist on the premises. Olive Crest will
conCiuue to diligently pronlote compliance by all foster parents who live in homes with pools or other
bodies waterofto be water safetyFoster parent
certified.
file audits will be routinely by
conducted
Quality Assurance and administrative be in full
staff
complianceto with Title 22 and county contract
requirements. Any certified family
is planning who move will a be requested have their to certificate
in
place should there be a body of011 the
water premise.

710 S o u t h V i c t o r y B o u l e v a r d , Suite 201, a u r b a n k , CA 91502

S 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 TIIE P A C l F l C NOI?THWES'T
 Attachment I
Page 2 of 3

Recommendation #3
Foster homes
amual re-certifications conducted timely.
are

Co~~ectiveAction #3 Plan
Olive Crest works to verify allthat
foster homes are re-certified in a timely manner, with Title
consistent
22 and county contract A newrequirements.
practice has been put in place where family
the foster
director will contact
who are approaching
families andrecertification
not in compliance. noted in the
As
program review summary, this particularat the time re-certification
of the review. was complet

Recommendation #4
Foster parent certification the requiredfiles
information
contain
including all autoinobile
current
insuance, driver's and CPR certificates.
licenses

Corrective Actioii Plan #4

Foster parent
file audits are routinely conducted adn~inistrative
by Qualitystaff to support
Assurance and
full conlpliance with Title 22 and county contract As noted
requirements.
in the program review
summary, this item
to by wasOlive tended
staffCrest
immediately tosubsequent
the time of the review.
Necessary docuinentation was to complete files.
secured

Recom~nendation#5
Foster parent's
pre-certification health examinations timely.are conducted

Corrective Action
#5 Plan
At the time of certification the filesfoster
are reviewed
family
for complete documentation.
Olive Crest
certification coordinators
will work to verify that all pre-certification healtli examinations are conducted
prior to certification. Quality Assurance and administrative staff will conduct
help routine file
maintain full with Title 22 and
compliatice county contract requirements.

Recommendation #6
NSPs are prepared timely.

Corrective Action
ff6 Plan
Olive Crest FFA staff isto produce
required NSPs all within appropriate Limeframes. FFA staff has been
counseled this matter, and continued
regarding noncompliance
will result in disciplinary with the
action
staff. Quality Assurance andconduct
adtninistrative staff will regular chart fullreviews to support
compliance and county
22with Title contract requirements.
Crest has recently tired aOlive
Supervising
Case Manager
who will work to ensure compliance
in this area.

Recommendation #7
NSPs contain all the information the reason
required the arechildren
including
in placement and goals for
the children.

~ o k e c t i v Action
e #7 Plan
Olive Crest FFA
directed to
staff produceall NSPs in a completemanner, including requiredall
are
information and goals. FFA staff will be re-trained and instructed to complete NSPs in a thorough
manner, and failure do sotomay result in disciplinary action. and
Quality
administrativeAssurance staff
will conduct chart
regular
reviews to help meet compliance Title 22 regulations
requirements for and
county contract requirements. will continue
Programto attend county
leaders trainings
and discussions
rcgarding interpretations of how NSPs
are to be comnpleted.
 Attachment I
Page 3 of 3

Recommendation $8
DCFS social workers montl~ly
are onupdated
the children's progress.

Corrective Action Plan $8

Olive Crest administration is confident DCFSthat
social workers are provided 011 a monthly
updates
basis, but some staff have failed to Mly document iipdates.
suchAll FFA staff
been counseled
have to
fully document contacts with county social workers.
this expectationContinued non-com
will in disciplinary
result Including
action,
verbal warnings, written counseling andlor
notices,
suspension. Quality Assurancestaff will conduct
and re y administrative
l a r chart reviews
to promote
con~pliancewith Title 22 and county contract requirements.

Recommendation #9
Te~minationReports are timely.
prepared

Corrective PlanAction
#9
Olive Crestadministratio11direct FFA staff to complete termination reports in a timely manner.
FFA
Quality and administrative
Assurance will conductstaff regular
rcvic~vsto chart
verify
compliance with
Title 22 atrd county contract requirements. Continued
this expectatioil will non-compliance
result in wi
disciplinary action, including verbal warnings, and/or suspension.
written counseling notices,

Corrective Action
#1-9 Plans
Since the time of this review, Olive has
Crest
posted FFA additional
supervisory
administration
staff to
oversee andstaff
to help maintain with
compliance
all Title22 and contract obligations. The Quality
Maragement Division of Olive Cresta new program
has chart review
implemented process, whereby
25% of charts will be peer reviewed
by supervisory personnel every
commonquarter to promote
practice in which a11 necessary components are present.

Kccommendation #I0
Olive managenlent
Crest fully implement recoinlne~ldations
the outstanding
kom the prior report.

Corrective Action Plan #I0

Please see plan for #6 andaction
corrective #8 for agencies plan to implement prior report
recommendation.

Olive IFPA
Creststaff and administration the support andappreciate
guidance of the DCFS reviewers,
and
affirm the agency's continued theefforts
highest qualitytoof care
deliver
and services
to the children
and
families by the County.
referred

If any further information you may contact

is needed,Los the
Angeles Foster and Adoptions Director,
John Andersen, at (818)563-2300, ext, 1301, or Regional Program Director, Goclowski
Steve ext. 1603.
 Attachment II
Page 1 of 2

County of Las Angeles

DEPARTMENT OF CHILDREN AND FAMILY SERVICES
425 Shatto Place, Los Angeles, Callfornla 90020
(213) 351-5602
PATRICIA S. PLOEHN, LCSW
Director
Board of Supervisors
GLORfA MOLINA
First DlstrIct
MARK RIDLEY-THOMAS
Second Dlstrlct
March 23, 2010 E V YAROSUVSKY
Thlrd Dlstrlct
DON KNABE
Fourth Dlsirlct
MICHAEL D. ANTONOVICH
TO: Aggie Alonso, Chief Accountant-Auditor Fifth District

Countywide Contract Monitoring Division

,.&-d
.- q-+Evat
FROM: Elizabeth A. Howard, Section ~ e a d ~ T
Out of Home Care Management Division
Foster fZamilyAgencyiGroup Hame Performance Management

DCFS RESPONSE TO THE AUDITOR CONTROLLER'S CONTRACT REVIEW OF

OLIVE CREST FOSTER FAMILY AGENCY

The Auditor Controller's Contract Review of Olive Crest Foster Family Agency was
conducted in JunelJuly 2009. The Out of Home Care Management Division (OHCMD)
received the Auditor-Controller's March 9, 2010 final draft report of thecontract
compliance review on March 9, 2010. The DCFS monitor reviewed the report on March
10. 2010.

The A-C review found egregious

no findings. The report, however, noted that one home
did not have a means of escape from the second story in case of an emergency. The
Agency's Corfective Action Plan (CAP) that was submitted to A-C on January 13, 2010,
indicates that Agency
the will ensure all foster homes to provide adequate means of
escape in the event of an emergency. Several foster parents' files were missing required
documentations including but not limited to the results of precertification health
examination. The A-C report noted, subsequent to A-C review, the Agency provided the
most of the missing
documentations. Additionally, several NSPlQuarterly Reports and
termination reports were deficient. OHCMD provided NSPIQuarterly training to all
found
providers on January 12,2010.

The Auditor Controller approved Olive Crest FFA's Corrective Action Plan submitted to A-
C on January 13, 2010. The Agency's CAP addresses the implementation of the A-C
recommendations pertaining to physical piant deficiency and missing documentations in
the foster parents' files, added staffing positions, restructuring internal monitoring system,
re-training of the agency staff, a new program chart review process, closer supervision
and disciplinary action including verbal warnings, written counseling notices andlor
suspension in case of non-compliance to ensure full and ongoing compliance with Title 22
regufations and county contract requirement

"To Enrich Lives Through Effective and Cc7nrtg Service"

 Attachment II
Page 2 of 2

DCFS RESPONSE TO THE AUDITOR CONTROLLER'S CONTFUCT REVIEW OF

OLIVE CREST FOSTER FAMILY AGENCY PAGE 2

The Out of Home Care Management Division (OHCMD) will conduct a fallow-up review
based on the A-C's reconimendationstentatively by September, 2010.

if you have any questions, please contact me at (626) 569-6804.

c: Brian Mahan, CEO, Children & Families Well-Being Cluster

Wendy L. Watanabe, Auditor-Controller
Patricia Plaehn, Director, DCFS
Lisa Parrish, Director,
Deputy DCFS

"To Enrich Lives Through Effective and Caring Service"