Policy Council Minutes September 2023

Policy Council Minutes

September 19, 2023

Members Present:  Angela Brown, Jennifer Ward, Janet Silva, Kanisha Davis, Rosalind Moss, Carl Powe, Dorett Gunter, Donnittia Robinson, Eric McCullough, Demeatria Hall

Members Absent: Megan Sheppard, Satyn Gardner, Donnicka Mayberry, Briana Money, Avis Neal, Sheniqua Scott,

Mini Training:   Patrice Hawthorne conducted a mini-training by reviewing the by-laws and discussing the importance of making suggestions prior to the new term which will begin in October.  Specifically, the provisions concerning membership, meeting a quorum, attendance and absences were discussed by members.  Ms. Hawthorne discussed the membership of the Policy Council by counties. She informed the council that agenda items cannot be approved if a quorum is not met.

The meeting was called to order by Angela Brown, Policy Council Chair, who led the meeting.  A quorum was met.

APPROVAL OF MINUTES:

The minutes from the last meeting were reviewed by the Policy Council (See Attachment). Patrice Hawthorne informed the Policy Council that a correction to the minutes needed to be made to reflect the omitted attendance of Demeatria Hall. Janet Silva made a motion to accept the minutes from the previous meeting.  Eric McCullough 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 fourteen candidates were being presented to the Council for approval: 3 teachers, 3 substitutes, 7 classroom aides, and 1 family advocate.  All Prospective New Employees have been interviewed and been 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 prospective 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 prospective employees as presented.  Janet Silva seconded the motion.  Motion carried.

SELF-ASSESSMENT REPORT:

The Self-Assessment Report was presented by Shannon Vaughn, Director of Children and Family Development.  Ms. Vaughn informed Council members that the center visits, classroom observations, file reviews and other sources of data had been compiled and reviewed and highlighted some of the findings from the report. Some of the program strengths and obstacles were reviewed by the members while viewing the report.  Staffing and enrollment were noted as areas of continued focus.  The relationship between these two areas and classroom stability was explained by Ms. Vaughn.  She reviewed some of the information related to ERSEA. She also highlighted family success stories.  After discussion, Janet Silva made a motion to accept the Self-Assessment Report as presented.  The motion was seconded by Rosalind Moss.  Motion carried.

PROGRAM INFORMATION REPORT:

The Program Information Report (PIR) was presented by Shannon Vaughn.  She explained the data reported in the PIR. Ms. Vaughn informed the council that the PIR is completed annually and submitted in August.  She reviewed some of the information related to ERSEA.  She also highlighted some family success stories.  After discussion, Dorett Gunter made a motion to accept the PIR Report as presented.  The motion was seconded by Jennifer Ward.  Motion carried.

DIRECTOR’S REPORT:

The Director’s Report was given by Shannon Vaughn, Director of Children and Family Development.  Ms. Vaughn presented enrollment information for the program and highlighted enrollment numbers since the start of the school year.  She noted that while enrollment had started around 68%, it had risen to over 84%.  This reflects drastic improvements which moves us closer to the target of 97% by November.  She reiterated that the 97% benchmark would need to be maintained for over a 6-month period to exit our program’s enrollment initiative. Ms. Vaughn also discussed the focus on ADA and meeting or exceeding 85% monthly. After discussion, Eric McCullough made a motion to approve the Director’s report as presented. Demetria Hall seconded the motion.  Motion carried.

BUDGET REVIEW:

The Budget Review was provided by Doris Pitchford, Director of Business & Finance. The Policy Council received copies of the financial reports, CACFP and credit card expenditure reports.  Ms. Pitchford reviewed reports with the Policy Council and explained that year-to-date, we have spent roughly 12 % from our overall budget. She explained that most categories of the budget expenditures were in line with where we want to be this time of year. She also noted that the overall under-expenditure was largely driven by under-expenditure in salaries, as result of low staffing levels. Discussion and information concerning SHARE's Homelessness Division was discussed in response to a Council member's expression of concern for a Head Start parent.  After discussion, Jennifer Ward made a motion to approve the budget as presented.  Dorett Gunter seconded the motion.  Motion carried.

ADJOURNMENT OF MEETING

Patrice Hawthorne thanked Angela Brown for her service as Policy Council Chair and the members for their participation on the Council.  No further business was discussed.  Dorett Gunter made a motion to adjourn the meeting. Eric McCullough seconded the motion.  Motion carried.  Meeting was adjourned.

Recorded by………………………………………………. Jennifer Ward, Secretary 
                                                                      Angela Brown, Chair