PROGRAM GOVERNANCES Laurie Gan Leiner, MPA Director, Head Start Capital Area Community Action Agency, Inc.

Community Action Board of Directors Governance Structure HS Policy Council Head Start Director Board of Directors Governing Body

Governing Body Composition The governing body shall be composed of: One member must have a background and expertise in fiscal management or accounting. One member must have a background and expertise in early childhood education and development. One member must be a licensed attorney familiar with issues that come before the governing body

Governing Body Composition Con’t Board members shall reflect the community they are severing and include parents of children who are currently, or were formerly, enrolled in Head Start programs; Members are selected for their expertise in education, business administration, or community affairs.

Exceptions to Governing Body Composition Exceptions to 642 (c)(1)(B)(v)(vi) Reauthorization Head Start Act: Members of a governing body that oversee a public entity and are selected to their positions with the public entity by public election or political appointment. Governing body that is not able to have the expertise of an attorney, fiscal and accounting, and early childhood and development may use a consultant , or an individual with relevant expertise, with the qualifications to work directly with the governing body.

Governing Body Responsibilities Assume legal and fiscal responsibilities for administering and overseeing all programs under its authority, including the safeguarding of Federal funds; Adopt practices that assure active, independent, and informed governance of the corporation, including the resolution of internal disputes and the facilitation of meaningful consultation and collaboration about decisions of the Board of Directors and Policy Council, and fully participate in the development, planning, and evaluation of the Head Start program;

Governing Responsibilities Con’t Ensure compliance with applicable Federal, State and local laws and regulations; and Select delegate agencies and their service area as appropriate; Establish procedures and criteria for recruitment, selection and enrollment of children; Review applications for Head Start funding and amendments to such application; Establish procedures and guidelines for accessing and collecting accurate and regular information for use by the Board of Directors and the Policy Council about program planning, policies and Head Start agency operation;

Governing Responsibilities Con’t Approve personnel policies and procedures, including those regarding the hiring, evaluation, compensation and termination of the Executive Director, Head Start Director, Director of Human Resources, Chief Financial Officer; and any other person in an equivalent position within the agency; Approve financial management, accounting, and reporting policies and compliance with laws and regulations relating to financial statements, including the approval of all major financial expenditures of the agency; annual approval of the agency’s operating budget; selection of independent financial auditors who shall report all critical accounting policies and practices to the Board of Directors; and monitoring the corporation’s actions to correct any audit findings and of other action necessary to comply with applicable laws and regulations governing financial statement and accounting practices;

Governing Responsibilities Review results from monitoring conducted under section 641c of the Head Start Act, including appropriate follow up activities; Establish, adopt and periodically update written standards of conduct that establish standards and formal procedures for disclosing, addressing and resolving any conflicts of interest or appearance of conflicts of interest by Directors, Officers and employees of the corporation, and consultants and agents who provide services or furnish goods to the corporation; and complaints, including investigations, as appropriate; Develop procedures for how members of the Policy Council are selected; and As practicable and appropriate establish advisory committees to oversee key responsibilities related to Head Start program governance and improvement.

POLICY COUNCIL HS Policy Council Head Start Director Board of Directors Governing Body

Why is there a Policy Council? Policy Council is responsible for making decisions that guide and direct the Head Start Program. They work in partnership with the Governing Body to govern the programs.

Policy Council/Committee Composition The Policy Council shall be elected by the parents of children who are currently enrolled in the Head Start/Early Head Start Program. 51% must be parents of current Head Start Children. posed of: Parents of children who are currently enrolled in the program, who shall constitute a majority of the member of the policy council; and Members at large of the community served by the Head Start/Early Head Start Program, who may include parents of children who were formerly enrolled in the Head Start/Early Head Start Member can only be on the policy council for three 1-year terms in a lifetime 1304.50(b)(5)

Policy Council/Committee Responsibilities Board of Directors Parent Committee The policy council shall approve and submit to the governing body decisions about program operation activities 642(2)(D) Reauthorization Head Start Act

Procedures for Program Planning , Philosophy, and Long and Short term Goals Approve procedures for program planning to include the program’s philosophy and long- and short-range goals and objectives. 45CFR 1304.51 (a) & 45 CFR 1305.3 Participate in discussion concerning program vision Establish subcommittees as needed to work with staff Analyze plans, goals and objectives Obtain recommendations from Parent Committees Provide input on relevant community issues Review financial statements to ensure resources are available

Criteria for Recruitment, Selection, and Enrollment Priorities Approve criteria for recruitment, selection and enrollment priorities in accordance with the requirements of Federal regulations. 45 CFR Part 1305 (see 1304.50(d)(1)vii) Conduct periodic reviews of the criteria for recruitment, selection and enrollment priorities Examine how the enrollment process is working to address the needs of children and families in the community

Funding Applications and Amendments Review and approve all funding applications for Head Start, including administrative services prior to the submission of the applications to the grantee. Consider funding applications as part of an ongoing planning process Get information on the funding request and provide input before the application and related materials are drafted

Annual Self Assessment Conduct an annual self-assessment of the agency’s progress in carrying out the programmatic and fiscal intent of its grant application, including planning or other actions that may result from review of the annual audit and findings from the Federal monitoring review. 45 CFR 1304.51(i)(1) and 45 CFR 1301.12 Schedule reasonable time for self-assessment Form self-assessment team that includes parents and representation from the community Define measures for the self assessment process Findings are reported to the Policy Council, Parent Committees and governing bodies Improvement plans should be appropriate and reasonable

Procedures for Shared Decision-Making Approve procedures describing how the governing body and the appropriate policy group will implement shared decision making. 1304.50(d)(1)(iii) Develop written procedures for shared decision-making Support open channels of communication to include exchange minutes of meetings and joint meetings

Procedures for Resolving Disputes Jointly establish written procedures for resolving internal disputes, including impasse procedures between the governing body and the policy group. 1305.50(h) Develop and formally adopt dispute resolution policies Ensure that new Policy Council members are aware of the dispute resolution process Seek outside assistance from community-based organizations for the negotiation or mediation of disputes that threaten to disrupt services to children and families

Procedures for Resolving Community Complaints Establish and maintain procedures for hearing and working with the agency to resolve community complaints about the program. Establish a process to respond to all community inquiries Develop procedures that describe specific steps in the process for addressing community concerns and resolving community complaints Make copies of procedures widely available Conduct outreach to community agencies or individuals to solicit suggestions for improvement

Program Personnel Policies Approve Program Personnel policies and changes to policies in accordance with Federal regulations, to include standards of conduct for program staff, consultants and volunteers. 45 CFR 1301.31 Review personnel policies Ensure that personnel policies are effective in securing and maintaining qualified staff who can provide the appropriate services Modify or amend policies as appropriate Focus personnel policy review on one particular area during any given year.

Hiring and Firing Head Start Director and Staff Approve decisions to hire or terminate the Head Start. 1304.50(d)(1)(xi) Review personnel policies Ensure that personnel policies are effective in securing and maintaining qualified staff who can provide the appropriate services Modify or amend policies as appropriate Focus personnel policy review on one particular area during any given year.

Bylaws Approve bylaws for the operation of the policy council. 642(c)(2)(D)(v) in Reauthorization Head Start Act Participate in the revision, but not until the policy council formally changes (amends) them. Responsible for reviewing the bylaws at least once a year to recommend changes if necessary.

Budget Approve budget planning for program expenditures, including policies for reimbursement and participation in policy council activities. 642(c)(2)(D)(iv) Reauthorization Head Start Act Review and receive monthly budget updates on grant expenditures Follow up on reimbursements Manage and sign off on policy council budget expenditures

Head Start Director’s Role in Supporting Governance HS Policy Council Head Start/ Early Head Start Director Board of Directors Executive Director

Systemic Support of Program Governance Dynamic and cohesive management systems support continuous improvement and foster commitment to providing the highest level of services to children and families in accordance with legislation, regulations, and policies. Systems: Planning Communication Record keeping and Reporting Monitoring/Self Assessment Human Resources Fiscal ERSEA

Developing a Formal System of Shared Governance Key factors of a shared governance system: Clearly written procedures Procedures to resolve internal disputes Procedures for hearing and resolving community complaints Staff driving the partnership Managing and monitoring the governance portion of the standards

Reporting Grantee agencies must ensure that the following information is provided regularly to their grantee governing bodies and to members of their policy council about: Program planning, policies, and Head Start/Early Head Start operations; Monthly financial statements, including credit card expenditures; Program enrollment reports, including attendance reports for children whose care is partially subsidized by another public agency; Monthly reports of meals and snacks provided through the USDA programs ; Financial audit; Annual self-assessment, including any findings related to such assessment; Communitywide strategic planning and needs assessment of the program, including any applicable updates; Communication and guidance from the Secretary; and Program Information Report (PIR)

Training Grantee agencies are to provide appropriate training and technical assistance to the members of the governing body and policy council to ensure they understand the information their receiving; and that they can be effective at providing oversight and participating in the program. New Members Orientation Program Governance Parliamentary Procedures and Meeting Rules Self Assessment Budget and Finance Program Planning, Objectives , and Goal setting Code of Conduct

Shared Governance Program Manual Policy council bylaws Performance standards Shared governance plan Conflict resolution (Impasse) Policy Vision and Mission Statement Summary of program budget Meeting minutes from prior policy council meetings Policy council meeting dates Policy council members directory Staff and program site location information

Required Policy & Procedures Shared Decision Making Conflict of Interest Impasse Procedures

Shared –Decision Making Governing Board and Policy Council share the responsibility for making and approving policies and rules for the Head Start Program. Member are to receive a written plan that outlines the shared decision making process the Governing Board and Policy Council has agreed upon. Board and Policy Council must approve the shared governance plan Policy Council is included at all levels of the decision making process

Conflict of Interest Rules Members of the governing body and policy council shall: 642(c)(C)(i)(ii)(iii)(iv) Not have financial conflict of interest with the Head Start agency; Not receive compensation for serving on any of the boards or for providing services to the Head Start Program; Not be employed, nor shall members of their immediate family be employed by the Head Start Program; Operate as an entity independent of staff employed by the programs. The Head Start Act requires that the program have a conflict of interest policy.

Internal Dispute Plan “Impasse Procedures” Governing Board and Policy Council having written procedures for how to resolve conflict or impasse for when the two groups are unable to agree on a decision regarding the program. Resolving internal conflict in a constructive and positive manner A required plan that outline the established steps for how to resolve any conflicts that arises between the two groups. Governing Board and Policy Council must follow the written procedures they have established for resolving conflicts or impasses

Parent Committee Structure Policy Council Bond Parent Committee Murat Hills Parent Committee Jefferson County Parent Committee South City Louise B. Royal Bainbridge Road Parent Committee Franklin County Parent Committee Parent Committee must be comprised of parents of current enrolled children at the particular site

Parent Committee Responsibilities Advise staff in developing and implementing local program policies, activities and services Program Policy suggestions Volunteering and visiting Head Start site on a regular basis Encourage to attend monthly parent center meetings

Parent Committee Responsibilities Plan, conduct, and participate in informal/ formal programs and activities for parents/staff Advise staff in developing and implementing local program policies, activities and services Assist staff in the recruitment of children in the Head Start Program Assist staff in developing skits/plays involving children Assist in Field trips Serve on volunteer committees 1304.50(e)(1)(2)(3)

Parent Involvement Opportunities Participating on Committees Parent Volunteer Classroom Education Health Advisory Special Projects Policy Council

Questions & Answers