Fort Morgan Head Start Program Design & Management: Program Governance
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1 Work Plan Effective March 2017 March 2018 Approved: 3/2017 OBJECTIVE: To establish and maintain a formal structure of shared governance through which parents can participate in policy making or in decisions about the program. Cross Reference (1) Activities There will be an active Policy Council at all times. An updated Policy Council member roster containing the names and contact information of active members will be kept in the office with copies distributed to the and all members of the Council. Target Date Person Responsible Manager Location of Document office OBJECTIVE: To ensure that Parent Committees are comprised exclusively of the parents of children currently enrolled at the center level and to ensure that the Parent Committee carries out specific responsibilities. (1)(iii), (a)(2) and (e) The Parent Committee and/or Classroom Committees will be formed within the first month of Head Start classes beginning and will be comprised of all parents of children currently enrolled in the program. Parents will be notified by the Manager that they are automatically members of the parent committee. September Manager Partnership s office Through participation in parent meetings and various sub-committees, the Parent Committee shall perform the following functions: (1) Advise staff in developing and implementing local program policies, activities and services. (2) Plan, conduct, and participate in informal as well as formal programs and activities for parents and staff. (3) Within the guidelines established by the School Board and Policy Council, participate in the recruitment and screening of Head Start employees. 1
2 OBJECTIVE: To ensure that Policy Council and Parent Committees are established as early in the program year as possible. September (3) Policy Council elections will be held every September, with new members beginning in October. Terms run from October - September. The Policy Council will not be dissolved until successor Councils are elected and seated. Manager Partnership s A Parent Committee will be established within the first month of classes beginning. OBJECTIVE: To ensure the Head Start Board and the Policy Council do not have identical memberships and functions. (5) and (b)(2) The School Board shall act in the role of the Head Start Board and shall provide oversight of the program as required by Performance Standards and the Head Start Act. Specific duties are outlined in this document. School Board 642(c )(1)(E) (i-iv) and (2)(B) Policy Council by-laws shall detail the composition and functions of the Council. By-laws will be reviewed annually and amended as necessary. FP OBJECTIVE: To ensure the Head Start Board proposes the total size of the Policy Council, the procedures for the election of parent members, and the procedure for the selection of community representatives (b) (1) The School Board will approve the size of the Policy Council annually by revising/approving the governance work plan. Feb.-March Board Minutes The Board will define procedures for the election of parent members and community representative annually by revising/approving the governance work plan. Feb.-March Board Minutes The above will be approved by the Policy Council. Feb.-March PC Minutes 2
3 OBJECTIVE: To ensure that community representatives are drawn from the local community and are familiar with resources and services for low-income children and families (b) (3) Community representatives may include: (1) Representatives from area agencies recommended by the School Board include various local service agencies that partner with the program including Morgan County Department of Human Services, law enforcement, job services, Chamber of Commerce, health professionals, etc. (2) Past parents. FP PC By-laws OBJECTIVE: To ensure that all members of Policy Council stand for election or re-election annually and Policy Council terms are limited to (5) one-year terms. To ensure that no Head Start staff or members of their immediate families serve on Policy Council except parents who occasionally substitute for regular staff (b) (4),(5) and (6) and 642(c )(2)(B) Parent representatives of the Policy Council shall be elected annually in September by all present parents. Voting will occur at the first parent meeting of the year. Votes will be counted by program staff. Community Representatives will be elected annually by the Parent Committee. No Policy Council member shall serve more than five combined one-year terms per Policy Council Bylaws. Policy Council Bylaws and the Policies and Procedures Manual shall reflect that no staff or immediate family members of staff will serve on Policy Council in a voting capacity. The, Manager and other paid staff shall attend meetings as non-voting guests. Any Policy Council members related in any way to a staff member shall abstain from voting on items pertaining to that relative. September FP OBJECTIVE: To ensure that parents of children currently enrolled in all program options are proportionately represented on established Policy Groups (b) (7) Parents of enrolled children in both the part-day and full-day programs should be represented on the Policy Council. 3
4 OBJECTIVE: To ensure the agency establishes and maintains a formal structure for program governance, for the oversight of quality services for Head Start children and families and for making decisions related to program design and implementation. 642(c )(1)(E) (i-iv) The School Board is responsible for the following activities: (l) The selection of delegate agencies and their service areas. (ll) Establishing procedures and criteria for defining recruitment, selection, and enrollment of children. (lll) Reviewing all funding applications and amendment to funding applications prior to submission of such applications to HHS. (lv) Establishing procedures and guidelines for accessing and collecting information described in subsection 642(d)(2). (V) Reviewing and approving all major policies of the agency, including: (aa) The annual program self-assessment and financial audit; (bb) The agency s progress in carrying out the programmatic and fiscal provisions in the grant application, including implementation of corrective actions; and (cc) All personnel policies regarding hiring, evaluation, termination and compensation of agency employees. (Vl) Developing procedures for how members of the Policy Council are selected. (Vll) Approving financial management, accounting, and reporting policies and compliance with laws and regulations related to financial statements including the: (aa) Approval of all major financial expenditures of the agency; (bb) Annual approval of the operating budget of the agency: (cc) Selection of independent financial auditors who shall report all critical accounting policies and practices to the School Board; and (dd) Monitoring of the agency s actions to correct any audit findings and any other action necessary to comply with the applicable laws governing financial statement and accounting practices. (Vlll) Reviewing results from monitoring, including follow-up activities; (lx) Approving personnel policies and procedures, including those related to the hiring, evaluation, compensation, and termination of the Executive, Chief Financial r, and any other person in an equivalent position with the agency; Feb. March Feb. - March Varies Feb. March Varies PC Bylaws 4
5 (X) Establishing, adopting and periodically updating written standards of conduct that establish standards and formal procedures for disclosing, addressing and resolving: (aa) Any conflict of interest by members of the School Board, officers and employees of Head Start, and consultants and agents who provide services or furnish goods to the agency; (bb) Complaints, including investigations, when appropriate; and (cc) To the extent practicable and appropriate, at the discretion of the Board, establishing advisory committees to oversee key responsibilities related to program governance and improvement of the program. Varies OBJECTIVE: To ensure that the program has a Policy Council that is responsible for the direction of the program, including program design and operation, and long- and short-term planning goals and objectives, taking into account the annual communitywide strategic planning and needs assessment and self-assessment (d) (2) and 642(c )(2) (A), (C) and (D) Members of the Policy Council shall sign a statement that they have no conflict of interest with the agency. Policy Council members shall not be compensated for serving on the Council or for providing services to the program. The Policy Council shall approve and submit to the School Board decisions about the following activities: (l) Activities to support the active involvement of parents in supporting program operations, including policies to ensure that the program is responsive to community and parent needs. (ll) Program recruitment, selection, and enrollment priorities. (lll) Applications for funding and amendments to applications for funding prior to submission. (lv) Budget planning for program expenditures, including policies for reimbursement and participation in Policy Council activities. (V) Bylaws for the operation of the Policy Council. (Vl) Program personnel policies and decisions regarding the employment of program staff, including standards of conduct for staff, contractors, and volunteers and criteria for the employments and dismissal of program staff. (Vll) Developing procedures for how members of the Policy Council will be elected. FP FP FP 5
6 (Vlll) Recommendations on the selection of delegate agencies and the service areas for such agencies. Other duties of the Policy Council are detailed in the Council bylaws and approved by the Council annually. 6
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