Policy Council Minutes September 13, 202

Mini Training:  Focus Area Two

Shannon Vaughn informed the Policy Council that our Head Start and Early Head Start program is up for Focus Area Two monitoring. The Office of Head Start will began monitoring programs beginning January 2022.  In Focus Area Two, OHS is looking for grant recipients to demonstrate their ability to track and assess their program’s progress and performance, use data to drive results, and make adjustments and corrections as needed. The review team will be looking systematically and holistically across program services and functions to include:

• Health services
• Management systems
• Education and child development services
• Parent, family, and community engagement services
• Financial and administrative services

The Focus Area Two review is conducted by a review team on-site with the grant recipient. The length of the review and the number of members on the review team will depend on the size of the grant recipient. Typically, OHS anticipates three reviewers onsite for five days. One of the members of the review team will be a fiscal reviewer while the others will have significant expertise in early childhood education, Head Start, and program administration.  A follow-up review is conducted to ensure programs with findings have corrected non-compliances or deficiencies. 

Patrice Hawthorne informed the Policy Council that they will be engaged in the monitoring process.  We will continue our mini trainings to ensure that the Policy Council understand their roles and responsibilities to our Head Start/EHS program. Our goal is to make you knowledgeable of protocol questions as it relates to the Policy Council’s participation in shared governance. 

Members Present: Dorett Gunter, Donnittia Robinson, Dorett Gunter, Lakeisha Johnson, Donna Mansell, Sylvia Vandross, Kanisha Davis, Brittany Lyle, Chaquanna Smith, LaShun Martin, Yaniqua Eyabi, Rovanda Dunlap, Lisa Butler

Members Absent:  Millicent Glenn, Corine Scrieber , Tiffany Norris, Malcolm Wiley, Lily Farciert, Sharterria Rucker, Bethany Stokes, Leslie Witschi, Lashell Davis, Bretani Robinson, Sandra Robinson   
                                                       

The meeting was called to order by Dorett Gunter, Chair.  A quorum was met.

APPROVAL OF MINUTES: 

The minutes from the last meeting were reviewed by the Policy Council (See Attachment). LaShun Martin made a motion to accept the minutes as presented. Donna Mansell seconded the motion.  Motion carried.

APPROVAL OF PERSONNEL REPORT:

The Personnel Report was given by Melissa Botsoe, Information Coordinator II.   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.  After discussion, Donna Mansell made a motion to approve the perspective employees as presented. LaShun Martin seconded the motion.  Motion carried.

DIRECTOR’S REPORT:

The Director’s report was provided by Shannon Vaughn, Interim Director of Children and Family Development.  Ms. Vaughn provided the Policy Council with a copy of the Director’s report.   WE have been continuously been interviewing for vacant positions.  There are many employment opportunities across the state.  Unfortunately, individuals are not pursing employment in the education field.  We are hiring substitutes to assist in the classroom.  Substitutes do not always follow through when hired to work.  We are encouraging individuals to enroll into our CDA program so that they will become eligible to work in the classroom setting.  We have created radio advertisements and PSA’s recruitment agencies to assist us with marketing and filling vacant positions.  It’s still difficult to recruit staff.  Ms. Vaughn asked anyone if they had any suggestions to help us with staffing.  We have seen a lot of COVID cases in our centers.  We are seeing that staff and children are coming to school having been already exposed.  We have closed down 20 classrooms due to COVID.  Classrooms made be closed for 5 days or 10 days depending on several factors.  We don’t know what’s going to happen with the surge in cases.  We are communicating with DHEC concerning positive cases and exposures.  Ms. Vaughn explained that this is our 45-day timeline for health assessment on children, vision, hearing and speech screenings.  WE are now entering information into COR Advantage Assessment Tool.  Parents are able to go online and look at their child’s portfolio.  We have a lot of referrals for children needing IEP’s and mental and disabilities. Staff are working hard to meet identified needs.  Ms. Vaughn explained that Ms. Patrice Hawthorne is coordinating parent orientations at each Head Start / EHS center. We are electing officers and policy council representatives for the school year.  Congratulations to Ms. Rene Vaughn on passing the CCAP exam and receiving her credential.  Ms. Pamela Sims and support staff traveled with Mrs. Vaughn to Boston, Massachusetts where she received her recognition and award.  Ms. Vaughn informed the Policy Council on ERSEA and attendance.  We are striving towards full enrollment.  Our program’s Head Start attendance was at 83.24% for the month of August and 80. 61% for EHS. Our total attendance percentage was 81.92%. Enrollment was at 930 for the month of August.  Early Head Start enrollment is better than Head Start. This is due to families needing more daycare and early childhood development services for infants and toddlers.  Where we are short staffed in classrooms, we have stopped enrolling children to ensure that classrooms are manageable.  When we increase our staffing, we will resume with filling the classrooms to full capacity.  After discussion, Donna Mansell made a motion to approve the Director’s report.  LaKeisha Johnson 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 asked were there any questions about the credit card reports.  She explained that we no longer have Head Start COVID funds which ended June 30^th.  We have received Head Start/EHS funding from the American Rescue Plan in the amount of $1.5 million. These funds are available for two years.  We received Head Start/EHS funding in the amount of  $400,000.00 from the Consolidated Appropriation Act. These funds are available for 1 year.  Our Head Start and Early Start funding began on July 1, 2021.  Ms. Pitchford asked if anyone had any questions and/or did they understand the reports provided for their review.  Ms. Pitchford is available if anyone has any questions about the credit card and expenditure reports.  A training will be provided at next month’s Policy Council orientation.  After discussion, LaKeisha Johnson approved the Budget report as presented.  LaShun Martin seconded the motion.  Motion carried.

In closing, Ms. Hawthorne informed the Policy Council that the new council will be inducted at next month’s Policy Council orientation. She thanked Dorett Gunter, Chair, and the Policy Council for their dedication and commitment to our Head Start and Early Head Start program.

No further business…………………………….……………. meeting adjourned.

                                                                                           Dorett Gunter

                                                                                            Dorett Gunter, Chair

                                                                                            Brittany lyle

                                                                                            Brittany Lyle, Secretary