1.3 Consultation in the Development of the CCDF Plan

The Lead Agency is responsible for developing the CCDF Plan, and consultation with and meaningful input and feedback from a wide range of representatives is critical for CCDF programs to continually adapt to the changing needs of families, child care programs, and the workforce. Consultation involves meeting with or otherwise obtaining input from an appropriate agency in the development of the State or Territory CCDF Plan. As part of the Plan development process, Lead Agencies must consult with the following: (1) Appropriate representatives of general-purpose local government. General purpose local governments are defined by the U.S. Census at https://www2.census.gov/govs/cog/g12_org.pdf. (2) The State Advisory Council (SAC) on Early Childhood Education and Care (pursuant to 642B(b)(I)(A)(i) of the Head Start Act) or similar coordinating body pursuant to 98.14(a)(1)(vii). (3) Tribe(s) or Tribal organization(s) within the State. This consultation should be done in a timely manner and at the option of the Tribe(s) or Tribal organization(s). 1.3.1 Consultation efforts in CCDF Plan development Describe the Lead Agency’s consultation efforts in the development of the CCDF Plan, including how and how often the consultation occurred. a. Describe how the Lead Agency consulted with appropriate representatives of general- purpose local government: Positions within the Montana CCDF Advisory council represent general purpose local government. This body was provided a copy of the draft state plan prior to the public hearing to gather their input. Following that distribution, they convened on May 1, 2024. During that meeting, the Early Childhood Services Bureau and the Child Care Bureau presented key sections of the draft state plan, highlighting changes and areas where the Lead Agency sought their input. The advisory council provided feedback and input both during that time and latter in writing or separate meetings with Lead Agency staff. In addition, during the Montana Child Care Licensing Project, the Lead Agency received input from interviews with agencies and entities including child and family services, industry and labor, public and environmental health, and fire. These interviews included the following where the number provided is the number of groups from that stakeholder type: Tribal leaders, 1; Dept of Labor & Industry, 1; Public Health & Safety Division: Environmental Health, 2; Public Health & Safety Division: Immunization Program, 4; Fire Marshals, 2; Family Outreach, 1; Legislators 1. This information and input informed the revision of Montana’s child care licensing administrative rules and in turn the State Plan. A copy of the assessment from this project is available at https://dphhs.mt.gov/ecfsd/ChildCare/childcarelicensingproject. a. Describe how the Lead Agency consulted with the State Advisory Council or similar coordinating body: The Montana Early Childhood Advisory Council (MECAC) is currently not convening. The council was paused after a change in division leadership and bureau restructure. The work to evaluate the MECAC and potentially reestablish the council is being led by the PDG-B5. As the grant’s focus is on EC system development, PDG B-5 is positioned to provide a comprehensive and objective reflection of MECAC effectiveness and provide the state a recommendation on how to proceed. In the interim, a Child Care Advisory Council, CCAC has been created to continue to guide CCDF planning and implementation. The council’s first met in January 2024 and again in May to focus specifically on state plan review and feedback. b. Describe, if applicable, how the Lead Agency consulted with Indian Tribes(s) or Tribal organizations(s) within the State: In Summer of 2023, the Lead Agency began an Impact Project grant to receive federal technical assistance. The Lead Agency developed a Tribal engagement plan using grant resources with the goal of improving access for tribal children and families by improving government-to-government relationships between Montana’s state and tribal CCDF administrators. Building trusting relationships between state and tribal CCDF administrators will provide an opportunity to learn from one another, to identify and pursue common outcomes, and to address the barriers in the systems in authentic, community-driven ways. The Lead Agency sent letters to Montana’s Tribal Nation leaders to coordinate time with each Tribe’s child care leaders, and to recruit members to the Impact Project Leadership team. In early assessment work, the Lead Agency has identified key areas of focus for initial collaborative work, they are professional development and training, procedure and polices related to child care licensing, background check requirements for child care staff, and child care subsidy. On May 16, 2024, representatives of the Lead Agency met with Tribal child care representatives from Northern Cheyenne, Crow, Chippewa-Cree, Salish and Kootenai Tribes. The meeting was held in Billings, MT. with options for in person and remote attendance. The agenda covered the State Plan sections regarding health and safety, workforce development, and child care subsidy. The convened group also agreed to future meetings with one virtual meeting in the summer and regular meetings beginning in the fall of 2024. c. Identify other entities, agencies, or organizations consulted on the development of the CCDF Plan (e.g., representatives from the child care workforce, or statewide afterschool networks) and describe those consultation efforts: In February of 2023, the Lead Agency with federal technical assistance facilitation engaged in a multi-day CCDF strategic planning process, whereby goals and outcomes for all compliance sections were set. The Lead Agency invited internal staff and key stakeholders to provide suggestions on all aspects of the plan. Stakeholders from contracted partners, other state departments, and specialty areas engaged in the comprehensive process which supported state plan writing. The Lead Agency meets annually with a group of child care center directors at the Directors’ Symposium. This even is hosted by Montana’s early childhood workforce registry organization, The Early Childhood Project. During the April 2024 event, Lead Agency leadership presented on elements of the State Plan including changes to the quality rating system, the subsidy program, and licensing rules changes. Directors provided feedback and input on the State Plan both during the session and in writing afterwards. Montana’s CCDF Administrator serves as an ex officio member of the Montana Afterschool Alliance’s (MTAA) steering committee. The MTAA supports the development and growth of statewide policies that will secure the resources that are needed to sustain new and existing school-based/school-linked afterschool programs. They have been collaborative partners in developing Montana’s yet-to-be-adopted out of school time licensing type. This licensing type would allow afterschool programs to become licensed and access CCDF funds, including participation in the state’s subsidy program. 1.3.2 Public hearing process Lead Agencies must hold at least one public hearing in the State or Territory, with sufficient Statewide or Territory-wide distribution of notice prior to such a hearing to enable the public to comment on the provision of child care services under the CCDF Plan. Describe the Statewide or Territory-wide public hearing process held to provide the public with an opportunity to comment on the provision of child care services under this Plan. i. Date of the public hearing: 5/15/2024 Reminder: Must be no earlier than January 1, 2024. If more than one public hearing was held, enter one date (e.g., the date of the first hearing, the most recent hearing date, or any hearing date that demonstrates this requirement). ii. Date of notice of public hearing: 4/25/2024 iii. Was the notice of public hearing posted publicly at least 20 calendar days prior to the date of the public hearing? [x] Yes. [ ] No. If no, describe: iv. Describe how the public was notified about the public hearing, including outreach in other languages, information on interpretation services being available, etc. Include specific website links if used to provide noticeThe Lead Agency contractor(s) provide outreach to families and communities by county on the details of the notice of public hearing. The Lead Agency uses an Interested Parties List collected through the website to email an invite to the hearing. Finally, the notice is posted on the Lead Agency website and to the DPPHS calendar. The Lead Agency’s website allows for the automatic translation of the website into 15 major languages. If additional languages are needed, requests can be made through the Lead Agency’s civil rights and EEO coordinator at hhshumanresources@mt.gov or at (800) 833-8503. v. Describe how the approach to the public hearing was inclusive of all geographic regions of the State or Territory: The Lead Agency contractor(s) provide outreach to families and communities by county on the details of the notice of public hearing. Finally, the notice is posted on the Lead Agency website. vi. Describe how the content of the Plan was made available to the public in advance of the public hearing (e.g., the Plan was made available in other languages, in multiple formats, etc.): An ADA compliant PDF version of the Plan was posted to the Lead Agency website and attached in outreach efforts. vii. Describe how the information provided by the public was taken into consideration regarding the provision of child care services under this Plan: The Lead Agency set up a virtual comment process through the DPHHS access.gov portal. Lead agency staff compiled and reviewed public comments and questions relevant to sections of the plan. The Lead Agency took said recommendations and made corrections to the Plan as necessary. 1.3.3 Public availability of final Plan, amendments, and waivers Lead Agencies must make the submitted and approved final Plan, any approved Plan amendments, and any approved requests for temporary waivers publicly available on a website. a. Provide the website link to where the Plan, any Plan amendments, and waivers (if applicable) are available. Note: A Plan amendment is required if the website address where the Plan is posted changes. https://dphhs.mt.gov/ecfsd/childcare/documentsandresources b. Describe any other strategies that the Lead Agency uses to make submitted and approved CCDF Plan and approved Plan amendments available to the public. Check all that apply and describe the strategies below, including any relevant website links as examples. i. [x] Working with advisory committees. Describe: A CCDF report is presented by the Lead Agency Bureau Chief at CCDF Advisory Council meetings. The Council is notified via email, and a notice is posted on the Lead agency website. Once an amendment to the State Plan has been made and accepted, the State Plan is updated on the website. The Council disseminates the information to their local and statewide partners. ii. [x] Working with child care resource and referral agencies. Describe: Lead Agency contractors are notified via email, and a notice is posted on the Lead Agency website. Once an amendment to the State Plan has been made and accepted, it is then updated on the website. Lead Agency contractors route any questions from their community members to the Lead Agency. A quarterly meeting is held with the CCR&R Network wherein information concerning the State Plan is shared and comments are received. iii. [ ] Providing translation in other languages. Describe: iv. [x] Sharing through social media (e.g., Facebook, Instagram, email). Describe: Lead Agency contractors share information on a variety of social media platforms, including Facebook, Twitter, and Instagram, in addition to email, e-newsletters, and texting. The Lead Agency uses an interested party's email distribution list to provide updates to Montana's State Plan, including the drafting process, important dates, and amendments. In addition to the Interested Party’s List, the Lead Agency regularly emails various partners, including: The Early Childhood Project; Montana Early Childhood Advisory Council; Best Beginnings Local Coalitions; The Early Childhood and Family Support Division of Montana DPHHS; Early Head Start and Head Start; The Montana Project LAUNCH team; Montana Preschool Development Grant; Infant Toddler and Preschool Instructors; Child Care Resource and Referral agencies; Child and Adult Care Food Program Sponsors. v. [x] Providing notification to key constituents (e.g., parent and family groups, provider groups, advocacy groups, foundations, and businesses). Describe: The Lead Agency uses an Interested Party’s email distribution list to provide updates to Montana's State Plan, including the drafting process, important dates, and amendments. There are over 350 individuals on the Interested Party’s list, including child care providers and parents. The Lead Agency’s partners listed in (iv) above share the information with the providers and families in their communities. Once an amendment to the State Plan has been made and accepted, the State Plan is updated on the Lead Agency website. The public is notified via email, and a notice is posted on the Lead Agency website. vi. [x] Working with Statewide afterschool networks or similar coordinating entities for out-of-school time. Describe: The Lead Agency uses an Interested Party’s email distribution list to provide updates to Montana's State Plan, including the drafting process, important dates, and amendments. The list includes directors from Montana After School Alliance and Regional Boys and Girls Clubs, and the public vii. [ ] Direct communication with the child care workforce. Describe: viii. [ ] Other. Describe: 2 Child and Family Eligibility and Enrollment and Continuity of Care Stable and reliable child care arrangements facilitate job stability for parents and healthy development of children. CCDF eligibility and enrollment policies can contribute to these goals. Policies and procedures that create barriers to families accessing CCDF, like inaccessible subsidy applications and onerous reporting requirements, interrupt a parent’s ability to work and may deter eligible families from participating in CCDF. To address these concerns, Lead Agencies must provide children with a minimum of 12 months between eligibility determinations, limit reporting requirements during the 12-month period, and ensure eligibility determination and redetermination processes do not interrupt a parent’s work or school. In this section, Lead Agencies will identify how they define eligible children and families and how the Lead Agency’s eligibility and enrollment policies support access for eligible children and families.