VAHSA BOARD OF DIRECTORS MEETING SHERATON VIRGINIA BEACH OCEANFRONT HOTEL, 3501 ATLANTIC AVENUE, VIRGINIA BEACH, VA 23451

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1 VAHSA BOARD OF DIRECTORS MEETING SHERATON VIRGINIA BEACH OCEANFRONT HOTEL, 3501 ATLANTIC AVENUE, VIRGINIA BEACH, VA MEETING MINUTES MONDAY, JUNE 20, 2016 TUESDAY, JUNE 21, 2016 OPENING (SHELLY MCCLINTOCK) The regular meeting of the Virginia Head Start Association Board of Directors was called to order by Shelly McClintock at 5:12 PM Introductions & welcome o Members present: Dawn Ault, Julia Beglane, Pamela Borders, Tracy Bridgeforth, Chrystal-Starr Brown, Donna Buckland, Nichole Cooper, Mary Davis, Shikee Franklin, Wyvonnie (Bonnie) Harsely, Cathlene Hernandez, Edna Jackson-Jones, Rashanda Jenkins, Aleta Lawson, Shelly McClintock, Nancy Null, Duan Shankle, Tywanda Smith, Gail Summer, Anne Taggart, Jackie Wake Approval of minutes of last meeting Duan Shankle o Gail motions to accept minutes as presented; Chrystal seconds; motion carries BY LAWS Governance Committee: see Section 2d, page 8 in By-Laws: will be chaired by a member of the Board of Directors and drafts updates and revisions to the VAHSA bylaws annually, submitting reports to the VAHSA Board for review and approval. This committee is also responsible for nominating officers of the VAHSA Board. Looking for Governance Chair and/or Committee: We have not had an active Governance Committee since Dawn became Executive Director in October Not sure what was in place prior to that. o Governance committee: Shikee Franklin (will chair committee), Nichole Cooper, Edna Jackson-Jones, and Donna Buckland Officer vacancy: Duan Shankle s term as Secretary will expire on 10/31/16; she served two 2-year terms; a nominating committee can help with filling this vacancy; need to vote on new secretary at Oct meeting Annual Member Dues: see By-Laws Section 2, page 3 Also refer to Strategic Plan Section 5 at April 2015 Board meeting, a question arose regarding cost per child; tabled from April 2016 meeting o Discussion regarding association dues in other states; has there been research around dues? o If the Board is fiscally sound, there is no need to increase membership dues o This could be something the governance committee looks at each year and could be written in the bylaws o Anne motions that by-laws reflect that annually, in June, the Board review cost per child based on fiscal status of the association; Mary seconds; this guidance would be added as section 2 c. to the by-laws Further discussion that recommendation be brought forth by finance committee/treasurer for Board discussion and decision; Shikee motions and Nichole seconds, motion carries Addition to by-laws (Page 3, Section 2: Dues Requirements and Membership Rights) would read: 2 c. Each June (or Annually, in June,) the Board will review the cost per child, and based on the recommendation of the finance committee/treasurer a change will be considered. Any change to the cost per child will be updated in the by-laws by the governance committee. Review, refresh, revisit: any other parts of By-Laws? Ideas to simmer and table until November?

2 o None discussed SCHOLARSHIP COMMITTEE Members: * Duan Shankle, Dorothy Holmes, Tracy Bridgeforth and Nichole Cooper Discussion on application process and expectations o Application pools have varied; several reminders are sent out to remind programs that scholarships are available Elmore Scholarship applicants and winners o Overall, candidates were strong; decision for both parent and staff awards were thoroughly discussed, as there were several worthy candidates; letters of recommendation were informative and aided in decision-making process o 5 parent applicants awarded to Alicia Doe (NE Region Greater Mount Vernon Community Head Start) o 8 staff applicants awarded to Asma Sultana (NE Region Fairfax County Public Schools FECEP/Head Start Program) REPORTS FROM THE REGIONS Share Board Roster with expiring terms, need to fill any vacancies by Oct 26 Board meeting SE (Shikee Franklin) o No activities since last update provided o Will be planning conference with region during meeting this week NE (Chrystal-Starr Brown) o September 30 training; will likely be looking at newly adopted HS program performance standards SW (Donna Buckland) o No activities since last update provided o CSEFEL training held in Abingdon (in April) o Looking to have another conference call soon NW (Nichole Cooper) o Had a conference call o Will have another call August 3; conference planning committee o Looking for a region chair HEALTH ADVISORY COMMITTEE (WRITTEN REPORT FROM RASHANDA JENKINS) See written report (attached) Looking for co-chairs for November 2016 Health and Family Institute in Staunton, VA Rashanda has asked Dawn that she be able to continue as HAC chair and board representative Shikee shares that her program has two new health specialists and HAC has been a wonderful resource for the new staff Shelly asks if Rashanda could do a one page write up for programs about what HAC is COLLABORATION OFFICE (ALETA LAWSON) School Readiness Council for State will start July 1 Aleta and Dawn were nominated to Council, and are awaiting word on if they will serve

3 ANNE MOTIONS FOR RECESS UNTIL 8:00 AM; CATHLENE SECONDS; MOTION CARRIES; RECESS CALLED AT 7:03 PM TUESDAY, JUNE 21, 2016 Meeting reconvened at 8:39 AM TRESURER S REPORT (BONNIE HARSLEY) Reviewed revised March treasurer s report (report attached) o Have settled outstanding ACH transactions discussed during last Board meeting o Report includes percent of income earned and expenditures o Shelly asks if report format works for everyone, which includes percentage used; discussion that format is good o Pamela motions to accept March report as presented; Nichole seconds; motion carries Have face-to-face meeting set with Robinson accountants in August; will discuss designing reports to meet association needs Review of finances to date, printed copies of budget per Board request o Reviewed May treasurer s report (report attached) o Monies in investment account include almost $5,000 in interest earned o Operating costs for May does not reflect cost of ED cell phone and internet as some transactions were just given to treasurer for review o In the process of working on electronic bill pay system o Anne motions to accept May report as presented; Donna seconds; motion carries Final Annual Conference Budget Figures determine factors whether or not to return to Fredericksburg Conference Center in 2020 when it is time to return to NE Region o Conference history and budget reports (reports attached) o Discussion that conference go back to Fredericksburg in 2020; some issues with A/V in ballroom but that could be addressed Discussion that some complaints about hotel accommodations at Hospitality House; suggestion that instead of having room block, give programs a list of hotels in the area and having them book their own room o Dawn suggests looking at conference registration fee during October meeting; does it need to be raised/lowered/kept the same as the association is doing well financially Director s Council budget report (report attached) FINANCE COMMITTEE Members: *Bonnie Harsley, Gail Summer, Shelly McClintock, Dawn Ault BBT Preferred Stock Investment o Reviewed bank statements o Compared May 2015 to May 2016 Reviewed chart of expected cycle of deposits for association revenue (chart attached) Excerpt from June 2015 Minutes: Becky motions that investment be reviewed annually and Board review at each meeting (investment cycle runs July to June) so annual review would occur at June Board Meeting; Anne seconds; motion carries o Discussion on what is typical for an association to keep in checking

4 o o o Discussion on diversifying investments; ask that finance committee look at the long term investment strategy of the association Discussion of a short-term investment account; maybe a savings account Question as to whether the association could bring on an independent investment consultant to discuss the best options for the association Dawn will find financial consultant to talk to Board at Roanoke meeting in October about potential investment strategies Discussion of strategic plan and reevaluating where the association is going because its growing o Possibly consider providing mini grants for programs to apply for; if so, need to consider the association s goals and how the grants would support those goals Gail motions to move $75,000 into a savings account at BB&T that is linked to association s current checking account; Anne seconds; motion carries Suggestion to consider hiring a contractor to organize conferences; Gail suggests doing research on the cost of a contractor o Gail motions that association research a conference contractor; Dawn will contact Executive Director Association regarding RFP for contractor; conference committee will assist Dawn through conference call; Nichole seconds; motion carries Aleta suggests that association talk to NHSA about current state association priorities across the country; may help association to evolve the association s strategic plan; consider evaluating percentage of time the ED and assistant to the ED have spent their time doing this may help determine if contractors and/or part-time positions would be needed Discussion of protocol for donations to Head Start families for unfortunate events o This spring, association paid $100 toward family s car recovery at Shikee s program who lost home and family members in tornado o $100 sent to funeral fund for Skyline CAP program where HS child passed away in house fire o Donna motions that when association learns of tragedy to families/staff that association send card; Chrystal seconds; discussion; Donna amends motion to change card to acknowledgement ; Pamela seconds amendments; motion carries Further discussion Nichole motions amendment that if a program notifies Dawn of an account being opened for a family in midst of tragedy, it would be brought to the governance committee for a decision on monetary donation; Edna seconds, discussion; two yeses, all others nays/abstentions Amendment does not pass Topic of monetary donations to be revisited further at October meeting New accountants and bill pay system - Further discussion of Operations Manual, page 4 (Deposits 4. And Expenditures 2.) tabled from April 2016 meeting o Dawn, Shelly and Bonnie have access to online bill pay system o New accountants do not have access to user name/passwords for bill pay o Anne motions to approve updates to Operations Manual, page 4 as presented by Dawn; Cathlene seconds; motion carries CONFERENCE COMMITTEE Members: Jackie Wake, Rashanda Jenkins, Chrystal-Starr Brown, Shikee Franklin, Julia Beglane dates/locations:

5 Brief discussion of April 2016 Annual Conference Evaluation Results Infant Toddler Institute titled Keys to Unlock Early Childhood Communication August 10-11, 2016 in Staunton, VA o Lilian Hubler is key note Health/Family Institute titled Keys to Unlock Healthy Families November 2-4, 2016 in Staunton, VA updates from ideas discussed at HAC meeting on May 25, 2016 o Committee met this morning to review workshop proposals Annual Conference title TBD, April 4-6, 2017 in Roanoke, VA updates from ideas discussed at NW Region meeting on May 19, 2016 o Meeting in Lynchburg August 3 o If anyone has ideas for conference theme, feel free to contact Dawn Director s Conference June 20-22, 2017 VA Beach, Wyndham Hotel new location EXECUTIVE DIRECTOR REPORT (WRITTEN REPORT FROM DAWN AULT) Strategic Plan Updates (report attached) o Have not assigned mentors to new board members, based on discussion, group does not feel this is a priority as new members are comfortable asking questions as they arise o Look at inviting community representatives in addition to parents on the advocacy trip (if budget allows) o Ask that programs share success stories to include in association s quarterly update and website Jackie suggests sending a form to programs as a reminder for stories; also get signed release from families to publish story o Dawn has been to Smart Beginnings meeting; just had training on June 6; Dawn has attended their activities Discuss the need to have a lawyer on retainer o In preparation for changes to overtime laws coming in December o Also for questions regarding payroll/irs questions o NHSA or Executive Directors Association may have some guidance about changes to labor laws Work load demands not discussed CLOSING COMMENTS ADJOURNMENT Cathlene motions to adjourn; Pamela seconds; motion carries Meeting adjourns at 10:54 AM (called by Board President, Shelly McClintock) Next Meeting: 2:00pm Tuesday, October 25 Wednesday October 26, 2016, concluding by 12:00 noon Holiday Inn Roanoke Valley View, 3315 Ordway Drive, Roanoke, VA 24017