Policy Council Minutes: 3-14-2023

March 14, 2023

Members Present:  Jennifer Ward, Janet Silva, Eric McCollough, Kanisha Davis, Donnittia Robinson, Rosalind Moss, Donna Mansell, Carl Powe, Quentoria Jones, Angela Brown, Dorett Gunter

Members Absent:  Megan Sheppard, Satyn Gardner, Donnicka Mayberry, Briana Money, Avis Neal, Rosalind Moss, Brittany Lyle, Nina Kinnebrew

Excused Absences:  Demetria Hall, Sheniqua Scott

The meeting was called to order by Angela Brown, Chair.  A quorum was met.

Mini Training:  A mini training on our programs’ budget was presented to the Policy Council.  Ms. Pitchford addressed our staff vacancies. We have vacancies for teaching staff, cooks and family advocates. We are trying to be proactive and reduce child slots.  We want to use monies to increase salaries for center staff.  Ms. Jennifer Ward asked a question concerning salaries and making reductions. What kind of an increase are we looking at in terms of salary increases.  Ms. Pitchford stated that the range for increases is between $15 and $23 dollars per hour.  We are considering longevity and experience.  Ms. Jennifer asked was there a possibility to shift children from the waitlist to Early Head Start where there is clearly a need for children.  Ms. Vaughn stated that EHS has challenges with finding teaching staff as well as with Head Start.  She informed the council that we are trying to cut slots that will help us with our staffing shortages. This will allow us to use monies to increase salaries for center staff. Jennifer stated that she understood that increasing salaries is the goal of reducing child slots.

APPROVAL OF MINUTES:
The minutes from the last meeting were reviewed by the Policy Council (See Attachment). Dorett Gunter made a motion to accept the minutes as presented.  Quentoria Jones seconded the motion.  Motion carried.

APPROVAL OF PERSONNEL REPORT:
The Personnel Report was given by Tara Cannon, Director of Human Resources.  Ms. Cannon informed the policy council that we have six persons that we are presenting to the council for approval.  All Perspective New Employees have been interviewed and being recommended for employment with our program. 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. Ms. Dorett Gunter asked if Ms. Cannon could read the names and each of their qualifications for the positions for which they are to be hired.   After discussion, Janet Silva made a motion to approve the perspective employees as presented.  Jennifer Ward seconded the motion.  Motion carried.

APPROVAL OF PROGRAM GOALS:
Ms. Vaughn stated that our Program Goals are statements of long range intended outcomes for our program (See attachment).  Our program goals are established by staff reviewing program data, program needs, and program improvement strategies.  Our program staff meets regularly to review and update goals and objectives to determine if progress is being made in reaching established goals. Our program goals have not changed. They will remain as a part of our current 5-year grant cycle. After discussion, Jennifer Ward made a motion to approve Program Goals as presented. Janet Silva seconded the motion.  Motion carried. 

APPROVAL OF GRANT NARRATIVE:
Shannon Vaughn, Director of Children and Family Development, presented information to the Policy Council on the importance of the 2023-2024 Grant Narrative.  Every year we submit an update narrative that reflects the successes of the current year and any changes recommended for the next year. We have to also show changes in the budget.  The narrative has to match our budget. Since we are doing the reduction, we have to complete a second document which is a Change of Scope. The scope shows all of the changes that we are making in our program.  Because we are proposing to make a 25% reduction in Head Start, this change of scope narrative has to go to both the Regional office and National offices for approval. We are making sure that the change of scope is detailed and provides all the needed information and data.  We may have to make some minor changes in our change of scope depending on the recommendations from Ms. Clarke, our Regional Program Specialist. Ms. Vaughn asked the Policy Council to if they have any questions about the grant narrative or change in scope. We will need three approvals, the grant narrative, budget items for the 2023-2024 school year and COLA. The minutes must be included in the grant application submission. Ms. Pitchford mentioned that the federal awards that will be submitted April 1^st for Head Start is $16,443,602 and non-federal match is $3,953,281for a total of $20,396,883. There are different numbers for COLA and Quality Improvement. After discussion, Janet Silva made a motion to approve the 2023-202 Grant Narrative.  Jennifer Ward seconded the motion.  Motion Carried. 

APPROVAL OF COLA
Ms. Doris Pitchford explained to the Policy Council that we will receive a 5.6% Cost of Living (COLA) increase. The amount that we received is $898,125.00. This COLA will go in to affect July 1, 2023. All positions will receive this increase. After discussion, Jennifer made a motion to approve the COLA increase as presented.  Janet Silva seconded the motion.  Motion carried.

APPROVAL OF QUALITY IMPROVEMENT FUNDS:
Ms. Doris Pitchford informed the Policy Council on Quality Improvement Funds. Jennifer Ward asked who are the funds for.  Ms. Pitchford explained that the funds are not for all staff. We plan to use the funds to help retain staff in positions that are difficult to fill.  The total is $424,705.00 and begins on July 1, 2023. The funds will be used for the following positions: teachers, cooks, family advocates, classroom aides, substitutes, and center managers/site managers. Ms. Quentoria asked why doesn’t all staff receive the quality improvement funds. Don’t they all work hard. Ms. Pitchford explained that funds will be used for direct services staff. Other staff will receive the cost of living increase. After discussion, Dorett Gunter made a motion to approve the Quality Improvement Funds.  Quentoria Jones seconded the motion.  Motion carried.

APROVAL OF THE 2023-2024 TRAINING PLAN:
Ms. Shannon Vaughn explained to the Policy Council that we are required to update our training plan annually; it reflects mandated trainings from the Office of Head Start (OHS).  (See attachment).  Additional trainings are included from SC DSS Licensing and any area where we see training needs.  Most of the updates were related to possible increases in costs for trainings; associated costs are reflected in the training plan. Additional trainings have been added to the training plan on child abuse and neglect to increase the frequency of how often is it completed. This includes isolating a child from the other students or with holding food from a child. The staff working with the children need to clearly understand what is appropriate and not appropriate.  Ms. Janet Silva thanked Ms. Vaughn for ensuring additional training was included in the training plan to assist teachers in the classroom. After discussion, Quentoria Jones made a motion to approve the training plan as presented.  Jennifer Ward seconded the motion.  Motion carried.

DIRECTOR’S REPORT:
The Director’s Report was given by Shannon Vaughn, Director of Children and Family Development. Disabilities is reporting that they are currently at 7.6 for HS and 10.2 % for EHS.  We are struggling with the school districts with getting children evaluated in a timely manner.  If we do not reach our 10% for HS we will have to ask for a waiver. Parents returned in-person into our centers this past October.  We are not seeing as many parents volunteering now compared to before COVID; which is affecting us in meeting our required in-kind.  Next month, we will present a waiver for non-federal share (in-kind) since this has been a challenge for our program. We will ask the regional office if they have any suggestions to assist us with meeting our in-kind contributions. Our annual budget amount is $3,953,281, amount collected is $1,394,922 (35%) and $2,558,359 is the remaining to required amount.    For the month of February, the enrollment numbers increased to almost our initial enrollment in August.  We are adding children where we have filled vacant teacher positions.  We have seen a lot of illnesses, flu, RSV and hand/foot/mouth disease. A few parents are having some transportation challenges.  All of these things have made the attendance fall a little below 85%.  Ms. Vaughn informed the policy council that we have made the regional office aware of another allegation at a center.  We have suspended the staff member and reported it to OHAN.  The recommendation made was for the staff person to be terminated.  The staff person has longevity with the program, however, their actions in the classroom were inappropriate and unacceptable. After discussion, Jennifer Ward made a motion to approve the Director’s report as presented. Quentoria Jones seconded the motion.  Motion carried.

In closing, Ms. Jennifer Ward asked about in-kind. Will she have to complete a form each time she types the minutes.  Ms. Patrice responded to Ms. Ward’s question.  She can use one form to document each time that she types the minutes. Ms. Angela informed the policy council and the staff that there may be an easier way to document in-kind.  She will share more information at next month’ meeting. 

BUDGET REVIEW:
The Budget Review was provided by Tammy Gore, Assistant Director of Business & Finance. The Policy Council received copies of the financial reports, CACFP and credit card expenditure reports.  Ms. Gore reviewed reports with the Policy Council and explained that year-to-date, we have spent 58.68 % from our Head Start budget and 56.67% from our EHS budget. Budget percentages are in line with where we want to be this time of year. We have spent 83.70% of the American Rescue budget which is also in line with this time of year. Ms. Gore discussed credit card reports. She provided credit card charges and/or amounts spent. After discussion, Jennifer Ward approved the budget as presented.  Dorett Gunter seconded the motion.  Motion carried.

No further business.  Dorett Gunter made a motion to adjourn the meeting. Jennifer Ward seconded the motion.  Motion carried.

Recorded by: Jennifer Ward, Secretary 
Angela Brown, Chair