Cattaraugus & Wyoming Counties Project Head Start 2010 Year End Report Presented to the Board of Directors and Polic

1. Cattaraugus & Wyoming CountiesProject Head Start2010 Year End ReportPresented to the Board of Directors and Policy Council The Dream Lives On…Celebrating 45 Years of Head Start following the Roadmap to Excellence into the future

2. Families are the of Head Start. A Quick Review of 2010 • Additional Funding for One Time Program Improvements, Quality, and COLA – we have undertaken many projects (i.e., new school bus, facility improvements, new equipment) and activities (i.e., tuition assistance) for help meet program goals and objectives • Child Observation Record Over Time - seeing continuous improvement • ChildPlus – new software for child – family – staff- program recordkeeping was launched; training was and will continue to be provided • Chompers & Cavity Free Kids – a good fit with our Dental Exam Completion Improvement Plan, with lots of in-kind thanks to funding from the Community Health Foundation of Central and Western New York for Head Start’s leadership of Cavity Free Kids (classroom curriculum & training) and two area dental clinics to set up shop at Head Start; a lot of in-kind • Committees – Year in Review & Year Ahead – got a lot accomplished • Early Reading First – a pathway to school readiness, the multi year, multi million dollar program got off to a great start in year one in Olean • Expansion – received Head Start expansion for 34 slots; denied Early Head Start expansion • Federal Onsite Review – the 2009 findings have been addressed and the matter is officially closed • National Center of Excellence Early Education – nominated by the Governor, we applied to HHS but were not chosen • Policy Council By-Laws - they were revised • Table Project - we agreed to participate in this research project focused on managing our CACFP program

3. Great minds begin at Head Start. There Are Always Changes on the HorizonWhat is in store for 2011 • Stimulus (ARRA) - funding for expansion goes away; part of the ARRA COLA already went away reducing paychecks • Re-Competition – HHS has issued proposed rules for the re-competition of Head Start Grants; far reaching consequences as HHS is trying to go beyond the Act and Advisory Committee recommendations so virtually all grants will be re-competed over time whether a ‘good’ program or not; final rules expected in 2011 • NYS QualityStarsNY (QSNY) – still under development, this rating scale for day care centers will come to life soon; being accredited gives us the highest QSNY rating and maybe money • NAEYC Accreditation – nearing the end of our five year cycle, we will begin anew with self study, etc.

4. Families are the of Head Start. This Report and Implications of the ‘New’ Head Start Act - Sec. 644 • Each Head Start agency shall make available to the public a report published at least once in each fiscal year that discloses the following information from the most recently concluded fiscal year, except that reporting such information shall not reveal personally identifiable information about an individual child or parent: (A) The total amount of public and private funds received and the amount from each source. (B) An explanation of budgetary expenditures and proposed budget for the fiscal year. (C) The total number of children and families served, the average monthly enrollment (as a percentage of funded enrollment), and the percentage of eligible children served. (D) The results of the most recent review by the Secretary and the financial audit. (E) The percentage of enrolled children that received medical and dental exams. (F) Information about parent involvement activities. (G) The agency's efforts to prepare children for kindergarten. (H) Any other information required by the Secretary. • The following pages addresses each of these requirements.

5. Great minds begin at Head Start. Total Amount of Public & Private Funds Received and the Amount from Each Source

6. Families are the of Head Start. An Explanation of Budgetary Expenditures and Proposed Budget for the Fiscal Year • A detailed explanation of budgetary expenditures is included in our HHS grant application(s) which are subsequently approved by HHS. Annual independent audits are also provided to HHS and other oversight agencies as required. Our fiscal year is 1/1/11 to 12/31/11. • In 2010, the Board of Directors and Policy Council reviewed and approved all Head Start & Early Head Start grant applications. • Temporary ARRA (stimulus) funding and One Time Program Improvement Funding is included in the information for 2010 in prior charts and in the 2011 data below.

7. Great minds begin at Head Start. Total number of children and families served - 422 • In 2009-10, there were 282 regular Head Start slots and 34 expansion slots which went into effect 1/1/10. We enrolled a total of 346 children from 327 families. Ten were over income and 37 had income between 100% and 130% of the federal poverty line. • In 2009-10, there were 50 Early Head Start slots. We enrolled 76 children and seven pregnant women. One was over income and five had income between 100% and 130% of the federal poverty line. Average monthly enrollment as percentage of funded enrollment - nearly 100% • In 2009-10, the average monthly enrollment for Head Start was 99.6% and for Early Head Start it was 100%. In one instance did a Head Start slot go unfilled for just more than 30 days. Percentage of eligible children served – between 2-12% • Our current needs assessment showed an increase in the number of potentially eligible children, largely due to the slumping economy. The percentage of Head Start eligible children served – even after expansion – is only about 12% and 1.4% for Early Head Start.

8. Families are the of Head Start. The Results of the Most Recent Review by the Secretary • Risk Management. We participated in our third annual Risk Management Meeting with HHS in June of 2010 with a new Program Specialist. There were four actions required all of which have been satisfactorily addressed: a) 7/12/10 submit revised program narrative for ARRA Head Start expansion, b) 7/16/10 submit revised final sf-269, c) 10/1/10 an update on the Dental Exam Completion Improvement Plan, and d) 10/15/10 monthly reporting of average daily attendance. • Independent Audit. To extent allowed by law, policy and procedure a copy of the independent audit report may be obtained by requesting it in writing to Mr. Fred Simons, Financial Manager at Head Start. • Satisfied Federal Review Requirements. In June of 2009, HHS conducted an extensive onsite review as part of its triennial cycle of reviews. The report was received August 26th . We had 120 days (and no additional funding despite repeated requests) to correct two areas of non-compliance: 1304.51g for Head Start concerning recordkeeping systems for child/family data and 645(a)(B)(iii)(ii)(bb) concerning prioritization for selection especially the 100-130% income level for both Head Start and Early Head Start. After communications and documentation was provided, HHS closed the case in a letter dated 3-21-10.

9. Great minds begin at Head Start. About Our 2009 Audit • Unqualified audit opinion for another year. • The results of the 2009 independent financial audit were reported to the Board of Directors, shared with Policy Council, and provided to HHS, NYS Dept. Health (CACFP) and United Way of Cattaraugus County. • The complexity of the audit increases each passing year, and the cost keeps going up as a result. • It was noted that management’s estimate of sick pay accrual is based on substitute and parent cash stipend expense…and that it is reasonable in relation to the financial statements taken as a whole. Also, it was noted that the concentration of revenue (mostly Head Start and Early Head Start) creates a natural business risk. • One other matter was suggested and subsequently implemented to improve the internal controls and operating efficiency of the organization. • Cash Budgeting and Cash Drawdown of Federal Grants. Recommended that management review these processes to improve internal controls and establish a more effective monitoring system.

10. Families are the of Head Start. The Percentage of Enrolled Children that Received Medical and Dental Exams Trending in positive directions

11. Great minds begin at Head Start. Information about Parent Involvement Activities • Activities and events have included: Cornell Cooperative Extension trainings on Nutrition-Budgeting; Parent Orientation; Policy Council Training; Exploring Parenting; Family – Reading Night activities; First-Aid; Parent Crafts; 1-2-3 Magic; Parent Committee/Center Meetings; Fatherhood initiatives such as Breakfast of Champions; Health & Dental Care Institutes, and annual volunteer recognition luncheon. • Head Start had 727 total volunteers in 2009-10 (up from 481 prior year) of whom 471were current or former HS or EHS parents. • Early Head Start had 131 in 2009-10 (down from 249 prior year) of whom 97were current or former HS or EHS parents. • Policy Council remains a cornerstone of parent involvement. • The results from the 2009-10 parent end of year evaluations are very positive and included in the following table.

12. Families are the of Head Start. The Agency's Efforts to Prepare Children for Kindergarten These include, but are not limited to: • revisiting transition improvement projects of years past • aligning our curriculum with that of UPK program(s) • providing families with a summer activity kit • maintaining the of non financial agreements with area school districts as required by the HS Act now in place with all school districts • our overall structured approach to child development and individualization • parent involvement and education • coordination with kindergarten screenings • articles in our parent newsletter Head Start Highlights We will be undertaking an effort to revisit our coordination with area schools and school readiness requirements of the Head Start Act throughout 2011.

13. Great minds begin at Head Start. Any Other Information Required by the Secretary • To the best of our knowledge, there is no other information required. • From the program perspective, HHS is still settling into its role with Head Start within this new Presidential administration as well as a new Region II administrator. • The Head Start Director was appointed by the Governor to be a member, representing the NYS Head Start Association, on the NYS Early Care Advisory Council. United Way Day of Caring Delevan Center Improvements Compliments of West Valley Environmental Services

14. Families are the of Head Start. According to the Act… We Must and We Did Provide Board & Policy Council Certain Information Each Head Start agency shall ensure the sharing of accurate and regular information for use by the governing body and the policy council, about program planning, policies, and Head Start agency operations, including: (A) monthly financial statements, including credit card expenditures; (B) monthly program information summaries; (C) program enrollment reports, including attendance reports for children whose care is partially subsidized by another public agency; (D) monthly reports of meals and snacks provided through programs of the Department of Agriculture; (E) the financial audit; (F) the annual self-assessment, including any findings related to such assessment; (G) the communitywide strategic planning and needs assessment of the Head Start agency, including any applicable updates; (H) communication and guidance from the Secretary; and (I) the program information reports.

15. Great minds begin at Head Start. Operations Committee 2010 Self Assessment

16. Families are the of Head Start. Operations Committee 2010 Self Assessment continued

17. Great minds begin at Head Start. Health Services Advisory Committee 2010 Self Assessment

18. Families are the of Head Start. Health Services Advisory Committee 2010 Self Assessment continued

19. Great minds begin at Head Start. Administrative Committee 2010 Self Assessment

20. Families are the of Head Start. Administrative Committee 2010 Self Assessment continued

21. Great minds begin at Head Start. Other Factors to Consider • Continue to diversify and expand sources of revenue; seek funding for programmatic activities • Continue to manage the impact of Salamanca Church closing on Salamanca Center; effectively we are on constant one year notice • Continue Dental Improvement Plan, increasing number of Head Start and Early Head Start children who complete dental exams and, if needed, receive follow up care • Continue to increase number of Early Head Start children who complete lead screenings • Ensure that all self assessment goals are addressed • Manage Head Start expansion, the additional ARRA –stimulus reporting requirements; plan for closing expansion • Fully implement new software, ChildPlus, for children and families records • Early Reading First has been transformational and successful thus far • With regard to technology and school busses, there is an ongoing need to update, maintain, repair, and replace equipment. This is costly.

22. Families are the of Head Start. Child Observation Record Over Time Continuous Improvement 2001-2010 • In 2009-10, the rate of gain in two of the six domains increased from the prior year.. The rate of gain in four domains declined slightly. They may have reached their maximum. • We again analyzed the 2009-10 COR data by two major groupings: 12 classrooms using the High Scope Curriculum and 4 classrooms using Scott Foresman curriculum. The differences in outcomes that was evident in 2008-09 (Scott Foresman underperformed in the areas of creative representation, music and movement, and language and literacy,) no longer exist. In fact, that Scott Foresman has outperformed High Scope.

23. Great minds begin at Head Start. Student Achievement Gains Are Made, May be Leveling Off

24. Families are the of Head Start. Student Achievement Gains Are Made, May be Leveling Off Olean Mayor David Carucci reads to children. New Crowley Park Playground thanks to HeadStartBobyStart funding and Salamanca Youth Bureau and City of Salamanca

25. Great minds begin at Head Start. Fifth Annual Health & Dental Care Institute…teaching 75 parents and caregivers what to do when your child gets sick and what to do for health teeth

26. At Head Start, it’s all about customer service