Policy Council Minutes 10-18-2022
Submitted on: November 16, 2022Tuesday, October 18, 2022
Members Present: Angela Brown, Carl Powe, Demetria Hall, Donnittia Robinson, Avis Neal, Quentoria Jones, Jennifer Ward, Jessica Butler, Shaniqua Gray, Kanisha Davis, Paris Hill
Members Absent: Donna Mansell, Megan Sheppard, Rosalyn Moss, Satyn Gardner, Nina Kinnebrew, Donnicka Mayberry, Briana Money, Brittany Lyle
Excused Absences: Dorett Gunter, Janet Silva
POLICY COUNCIL ORIENTATION:
Orientation for new members was conducted via zoom and face to face by Patrice Hawthorne, Family Partnership Facilitator. Ms. Hawthorne discussed and reviewed the new member’s orientation packet. This packet was mailed/e-mailed to each Policy Council member to ensure enough time to review prior to the scheduled orientation (See Attachment). Members reviewed and discussed Policy Council Roles and Responsibilities, By-laws, Procedures for Hearing and Resolving Community Complaints, Roberts Rules of Order, Internal Dispute Resolution, Impasse Procedures and Reimbursement Policy. Policy Council members will approve or disapprove the above items at their regularly scheduled meeting following orientation.
Ms. Hawthorne explained to the parents that 51% of the Policy Council is made up of parents of children currently enrolled in the Head Start program. The remaining 49% is made up of community representatives. Jennifer Ward made a motion to accept the Community Representatives as presented. Quentoria Jones seconded the motion. Motion carried.
The following community representatives were identified and elected by parents to serve on Policy Council:
Dorett Gunter - Absolute Total Care / Toast Masters, Greenville County
Donna Mansell - Pickens County Schools, Family Liaison, Pickens County
Kanisha Davis - Family Support Advocate, Anderson County
Angela Brown - Educator, Greenville County Schools
Demetria Hall - Oconee County Family GED
Donnittia Robinson - Former Parent, Anderson County
Vacancies: 2 Former parents (Greenville County)
ELECTION OF OFFICERS & APPOINTMENT OF COMMITTEES:
Ms. Hawthorne discussed and reviewed the roles and responsibilities of the Policy Council officers (See Attachment - Bylaws). The floor was opened for nominations for Chairperson. Angela Brown nominated herself for chair. The question was asked if there were any other nominations. There were no other nominations. After discussion, the majority approved the nomination of Angela Brown serving as chair. There were no opposes. The floor was opened for nominations for Vice Chair. After discussion, Quentoria Jones nominated herself for Vice Chair. There were no other nominations. The majority approved for Quentoria to serve as Vice Chair. There were no opposes. The floor was opened for nominations for Secretary. Jennifer Ward nominated herself for Secretary. There were no other nominations. All were in favor, no opposes. The floor was opened for the nomination of Assistant Secretary. After discussion, Jessica Butler was nominated to serve as Assistant Secretary. All were in favor, no opposes.
The 2022-2023 Policy Council officers are as follows:
Angela Brown - Chairperson
Quentoria Jones - Vice Chairperson
Jennifer Ward - Secretary
Jessica Butler - Assistant Secretary
Donnittia Robinson was appointed by the Policy Council to serve as the liaison from the Policy Council to the Board.
Mini Trainings: Financial Statements & Credit Card Expenditures by Tammy Gore, Assistant Director of Business & Finance and Personnel Committee & Reports by Melissa Botsoe, Information Specialist II.
Tammy Gore, Assistant Director of Finance, provided training to the Policy Council on how to read and comprehend the budget and financial reports. Ms. Gore distributed copies and explained how to read line items on the detailed Summary Expenditure, CACFP and the Credit Card Expenditure Reports (See Attachments). Ms. Gore explained that the summary expenditure report is generated from accounting software. She explained the current amount of money spent for September, the budget amount, amount expended, outstanding commitments, remaining budget and the percentages spent. Each month the Policy Council will receive the financial report and credit card statements. They will receive a copy of the detailed financial report quarterly. Ms. Gore asked if there were any questions on how to read the reports. She informed the Policy Council that training would be provided on-going and as needed.
Melissa Botsoe, Information Coordinator II (HR), provided training to the Policy Council on the importance of understanding personnel reports. They explained confidentiality and standards of conduct. Mrs. Botsoe explained that each month members of the personnel committee would review personnel reports prior to the Policy Council meeting. The personnel report will be provided at each month’s meeting. Members of the Council were asked to volunteer to serve on the Personnel committee. Policy Council representatives are needed to participate on interview teams when seeking and interviewing potential new employees.
The following Policy Council members volunteered to serve on the Personnel Committee: Kanisha Davis, Donnittia Robinson, Sheniqua Scott, Jennifer Ward and Carl Powe.
Immediately following orientation, the Policy Council meeting was called to order by Angela Brown, Chair. A quorum was met.
Approval of Minutes:
The minutes from last month’s meeting were reviewed by the Policy Council (See Attachment). Quentoria Jones made a motion to accept the minutes as presented. Donnittia Robinson seconded the motion. Motion carried.
Approval of Parent Activity Funds:
Patrice Hawthorne, Family Partnership Facilitator, discussed with the Policy Council the importance of the Parent Activity Fund. The Policy Council received a copy of the Parent Activity Guidelines. Ms. Hawthorne explained that these funds are set in the program budget to provide parents the opportunity and experience in planning, developing and implementing their own projects. The Policy Council agreed on a $7.00 per child parent activity allotment. These funds will be spent according to the Parent Activity Fund Guidelines. After discussion, Jennifer Ward made a motion to approve the Parent Activity Fund allotment of $7.00 per child this budget year. Quentoria Jones seconded the motion. Motion carried.
Personnel Committee:
The Personnel Report was given by Melissa Botsoe, Information Coordinator II. We are recommending hire for 12 perspective new employees (See attachment). All applicants are subject to Background Investigation as mandated by the S.C. Department of Social Services. This includes State and Federal Background Investigation and the Child Registry Search to determine if any abuse or neglect has been made against a child and Pre-Employment Drug Screenings. Also, we will conduct reference checks on all perspective new employees. Appointments are conditional based upon the receipt of satisfactory references, state, and federal background investigation and approval from the Head Start Policy Council. Each full-time employee must serve a three-month introductory probationary period before obtaining regular appointment status. Substitutes are on an as needed basis. After discussion, Jennifer Ward made a motion to approve the perspective new employees as presented. Quentoria Jones seconded. Motion carried.
|
Program |
Name |
Position |
Location |
Education Credentials |
|
Head Start |
Regina Marshall |
Information Specialist I |
Greenville Administration Office |
High School Diploma. She has 15+ years of experience working as an administrative assistant. She is a former SHARE employee. |
|
Head Start |
Danielle Calhoun |
Family Advocate III |
Rubye H. Jones |
Bachelor’s Degree: Human Services. She has two years of experience providing case management to families. She is a current SHARE Head Start parent. |
|
Head Start |
Brianna Money |
Classroom Aide |
Westside |
High School Diploma. She does not have any formal experience working with young children. She is interested in enrolling in the CDA certification program. She is currently a SHARE Head Start parent. |
|
Head Start |
Alexundria Paden |
Classroom Aide |
Rutherford Road |
High School Diploma. She has three years of experience working with young children at a local daycare center. She is a SHARE Head Start graduate. |
|
Head Start |
Jazmine Greenlee |
Classroom Aide |
Willis H. Crosby |
High School Diploma. She has experience babysitting young children. |
|
Head Start |
Tameka Greenlee |
Classroom Aide |
Westside |
Bachelor’s Degree: Network Systems Administration. She has 12 years of experience working with children aged one to three years old in a local daycare center. She is a former SHARE Head Start parent. |
|
Head Start |
Mya Burns |
Classroom Aide |
Parker |
High School Diploma. She has three years of experience working as a Substitute Teacher Assistant at SHARE Head Start. |
|
Head Start |
Nkenge Bennett |
Substitute Cook |
Easley Bridge Road |
High School Diploma. She has three years of experience cooking in an assistant living facility. She is currently a SHARE Head Start parent. |
|
Head Start |
Hyacinth Shaw |
Substitute Teacher Assistant |
Parker |
High School Diploma. She has a year of experience working with young children at her church. She is currently a SHARE Head Start parent. |
|
Early Head Start |
Jeraldine Chancler |
Substitute Teacher |
BHW |
High School Diploma. She has seven years of experience working with young children as a substitute in Anderson County School District 5. She is a former SHARE Head Start parent. |
|
Early Head Start |
LaQuita Norman |
Classroom Aide |
BHW |
Associate’s Degree: Business Management. She is a former SHARE Head Start parent. |
|
Early Head Start |
Shaquana Lilly |
Classroom Aide |
Pleasant Valley |
High School Diploma. She has four months of experience working with young children in a local childcare facility. |
Approval of By-Laws:
The Policy Council By-Laws were reviewed and discussed (See Attachment). Patrice Hawthorne, Family Partnership Facilitator, explained that the Policy Council By-laws are the written rules by which an organization is governed. They set forth the structure of the board and the organization. They determine the rights of participants and they determine the procedures by which rights can be exercised. The following suggestions were given: Meetings will take place on the 3rd Tuesday of each month instead of on 3rd Monday. Often, in-service days and holidays fall on Mondays which makes it difficult for parents to attend scheduled meetings. After discussion, Jennifer Ward made a motion to approve the by-laws with moving meetings to the 3rd Tuesday of the month instead of 3rd Monday. Quentoria Jones seconded the motion. Motion carried.
Approval of Procedures for Hearing & Resolving Community Complaints:
The Procedures for Hearing and Resolving Community Complaints were reviewed by the Policy Council. After discussion, Donnittia Robinson made a motion to accept the Procedures for Hearing and Resolving Community Complaints as presented. Jennifer Ward seconded the motion. Motion carried.
Approval for Internal Dispute Resolutions/Impasse procedures:
The Internal Dispute Resolution was reviewed by the Policy Council. The Policy Council was informed that the Internal Dispute Resolution is put in place as a written procedure for resolving internal disputes between the SHARE Board and the Head Start Policy Council. After further discussion, Jennifer Ward made a motion to accept the Internal Dispute Resolution as presented. Carl Powe seconded the motion. Motion carried.
Approval of Standards of Conduct:
The Standards of Conduct was presented to the Policy Council by Ms. Patrice Hawthorne. She explained to the Policy Council that in accordance with the Head Start Performance Standards and the SHARE Policies and Procedures, all staff, consultants, and volunteers must abide by and have a signed copy of the Standards of Conduct on file. After further discussion, Donnittia Robinson made a motion to accept the Standards of Conduct. Demetria Hall seconded the motion. Motion carried.
Approval of Parent Codes of Conduct:
The Parent Codes of Conduct was presented to the Policy Council by Patrice Hawthorne. She explained that courteous and respectful behavior between and among all program participants is essential for SHARE Head Start/Early Head Start to achieve the program’s mission and to provide a safe and positive environment for the children, families and staff. Employees, parents/guardians, volunteers, participants, and anyone else involved with the program are expected to follow the Code of Conduct. After discussion, Carl Powe made a motion to approve the Parent Codes of Conduct as presented. Donnittia Robinson seconded the motion. Motion carried.
Approval of Confidentiality Policy:
The Confidentiality Policy was presented to the Policy Council by Cynthia Sosebee, Community Partnership Facilitator. She explained to the Policy Council that maintaining confidentiality is very important. She distributed and discussed with the Policy Council that each member should be serious and respectful of everyone’s privacy. After discussion, time was given for the Policy Council to read and sign the confidentiality document. Jennifer Ward made a motion to accept the Confidentiality policy as presented. Donnittia Robinson seconded the motion. Motion carried.
Approval of 2021-2022 Self-Assessment:
Ms. Vaughn thanked the new Policy Council for their willingness to serve. She informed the council that we must conduct a self-assessment annually. The first section of the SA shows on-going data around our program goals which is required by the Office of Head Start (OHS). The SA outlines three main goals as a part of our program grant. The grant is a 5-year cycle of which we are in our fourth year. Data required to report on is CLASS, child outcomes and family outcomes. Parent success stories have been included in the SA. Data collected from each service area comes from interviews, observations and center visits. Our program had one finding in the area of health and nutrition and a corrective action plan had to be put in place. Under medical emergency, an inhaler was locked in a cabinet instead of being left out and placed out of reach of the children. In addition, diaper rash cream was available for use. We do not use diaper rash cream unless prescribed by a doctor. To not have any future findings, our plan is to provide more training to new staff during pre-service and in-service trainings. Overall, there were only 1 out of 22 centers with a finding. The SA shows a lot of program strengths. We feel that we did a great job at monitoring and collecting data. Ms. Vaughn informed the council that last school year we did not provide virtual classroom instruction. Children were back in the classroom and teachers were adapting to getting back to normalcy. We are doing all that we can to provide support to our staff.
Approval of PIR 2021-2022
Ms. Vaughn presented PIR 2021-2022 to the policy council (see attachment). She informed the council that we must report each program option separately. The PIR provides data around our program, staff and families. Data from the PIR is collected by the OHS and is used to make decisions as it relates to program funding. This school year we took advantage of using the comment section in the PIR report. Particularly, comments were written on the challenges that we face as a program; such as staff shortages and having to compete with the school districts for children. Ms. Vaughn informed the council that schools are now increasing the children to teacher ratio which allows them to have more children in the classrooms with fewer teachers. After discussion, Quentoria Jones made a motion to accept the PIR report as presented. Jennifer Ward seconded the motion. Motion carried.
Approval of Ready Rosie Parenting Curriculum and Implementation Plan:
Ms. Vaughn informed the Policy Council of the need to provide an additional parenting curriculum. We have used Ready Rosie in the past however our program did not have the technology and devices needed for full implementation. Now that our program is in a better place and have made advances on technology and equipment, we feel that Ready Rosie will allow for increased parent participation. Ready Rosie sends out interactive videos to parents weekly. These videos align with classroom lesson plans. We will continue to use Triple P which is another option for parents needing to know more about parenting skills and how to better manage children having difficult behaviors. We are implementing Ready Rosie in 50% of our centers (11 Centers). 30 Head Start classrooms and 15 Early Head Start classrooms. The cost for the curriculum did not come out of our regular budget. We received monies from a one-time funding opportunity which allowed us to purchase the curriculum. Ms. Hawthorne informed the policy council that Head Start/EHS families were surveyed to determine if they would participate in the Ready Rosie curriculum. Over 95% of parents provided positive feedback. We will begin implementing the curriculum as soon as possible. After discussion, Donnittia Robinson made a motion to approve the implementation of Ready Rosie. Jennifer Ward seconded the motion. Motion carried.
Director’s Report:
The Director’s Report was given by Shannon Vaughn, Director of Children & Family Development. She welcomed the newly elected Policy Council members and informed them of the importance of attendance at monthly meetings. She discussed with the Policy Council that they will receive program reports from service area each month to review prior the scheduled meeting. Ms. Vaughn informed the council that the teachers are doing a great job with working with the children. At our CCB center, teachers are introducing STEM activities. Children participated in a study on pictures of shadows and nature collages. We are currently working on a partnership with Tri-County College and the Infant and Toddler Certification program. Subs and classroom aides that participate and pass the certification program can move up to Teacher 1. Incentives are made available through Teach Scholarship and Head Start. It is our hope that this will encourage teachers to go back to school and continue their education. Ms. Vaughn informed the council that management staff participate in weekly data day meetings to discuss area data and progress made on program goals and school readiness goals. Goal one was 92% met, goal two was 100% and goal three was 100% met. We did not reach 100% for goal one due to teaching shortages. Human resources are continuing to recruit and fill vacant positions. We are hiring more individuals with Associate degrees. A lot of our recruits are coming from Tri-county Technical College. After discussion, Jennifer Ward made a motion to approve the Director’s report as presented. Carl Powe seconded the motion. Motion carried.
Budget Review:
Tammy Gore, Assistant Director of Finance, distributed copies of the Summary Expenditure, CACFP and the Credit Card Expenditure Reports (See Attachments). She explained that each month the Policy Council will receive the financial report and credit card statements. They will receive a copy of the detailed financial report quarterly. Ms. Gore stated that the Head Start and Early Head Start Year to Date percentages in the budget is on target, the percentage for time expired and time spent is within normal range at this time in the fiscal year. After discussion, Jennifer Ward accepted the financial reports as information. Donnittia Robinson seconded the motion. Motion Carried.
No further business, Donnitta Robinson made a motion to adjourn the meeting. Demetria Hall seconded the motion. Motion carried.
Recorded by: Jennifer Ward, Secretary
Angela Brown, Chair