INCA Head Start Board & Policy Council Joint Training PUTTING THE PIECES TOGETHER

1. INCA Head Start Board & Policy Council Joint Training PUTTING THE PIECES TOGETHER Presented By: Kathy Castleberry & Melissa Manning Information taken from “Understanding the role of the Head Start Policy Council” 2nd Edition. Patricia McClellan

2. PUTTING THE PIECES TOGETHER INCA Head Start & INCA Board of Directors Joint Training

3. LET’S PIECE TOGETHER Your RELATIONSHIP!!

4. We can try to figure out how to complete the puzzle of families and communities by working independently. BUT--------

5. DESTRUCTION WOULD BE ON THE WAY!!!! Unless we have a plan of where we are going----we will not finish with a clear or complete picture.

6. ……We can work together and use the experiences of each other to complete the puzzle so that we can provide useful services for our community. Board of Directors + Policy Council + Management + Staff Teamwork = SUCCESS

7. Coming together is a beginning. Keeping together is progress. Working together is success. Henry Ford

8. Shared Governance: The Board of Directors and Policy Council Working Together • INCA Head Start is a division of INCA Community Services, which is a non-profit organization. Every non-profit corporation has a Board of Directors. It is important to understand that all decisions regarding policy for the program requires approval of the Board of Directors.

9. INCA Community Services is a Community Action Program and operates several different programs under the non-profit corporation. • Head Start, JAMM Transit, Career Opportunities, Housing & Weatherization, RSVP (Retired Senior Volunteer Program), RX Oklahoma, VITA (Volunteer Income Tax Assistance) Emergency & Homeless Services are a few of the departments that make up INCA Community Services.

10. Understanding The Organizational Structure of INCA Community Services

11. We work toward goals set by the Board of Directors. INCA Community Services Board of Directors is charged with the ownership responsibility of the non-profit corporation. This means the Board of Directors is ultimately responsible for all of the actions of INCA Community Services and is responsible for establishing and maintaining policy for all the programs that INCA operates.

12. Shared Governance: The Board of Directors and Policy Council Working Together • The Head Start Staff &/or Policy Council do not have authority to set policy on their own, unless the Board of Directors has specifically delegated this authority to them. INCA Head Start Staff & Policy Council have not been given this authority, therefore everything we do has to be approved by the Board of Directors.

13. Responsibilities of the Board of Directors—connecting the programs. The Improving Head Start for School Readiness Act, which was signed into law on December 12, 2007, spells out the responsibility of the Board in other activities. The Act clarified the Board’s responsibility for these activities. These requirements will ensure that the Board participates fully in the Head Start Program.

14. Responsibilities of the Board of Directors • The Board of Directors has legal, fiscal, and fiduciary responsibility of the non-profit agency. • Legal Responsibility: Requires that the Board assure that the agency is operating in compliance with all federal, state, and local laws. • Fiscal Responsibility: Requires the Board to account for the funds received by the agency in accordance with standard accounting principles, and in compliance with the rules and regulations of the funding source.

15. Responsibilities of the Board of Directors • Fiduciary Responsibility: Is one of public trust—in essence the Board is responsible to the community at large to ensure that funds are being utilized for the purpose for which they were received, and that the agency is being operated in an ethical manner.

16. Responsibilities of the Board of Directors according to the Improving Head Start for School Readiness Act • Setting policy is not purely limited to establishing personnel policies or enrollment policies. The Board is also required to: • Establish the mission statement for the agency. • Determine the clientele that will be served. • Decide what grants or other funds the agency will apply for. • Formulate a system to ensure that the targeted clients are receiving the services offered.

17. Responsibilities of the Board of Directors according to the Improving Head Start for School Readiness Act • Establish long-range strategic plan for the agency. • Determine goals for the agency. • Fully participate in the annual Self-Assessment of the Head Start Program. • Fully participate in any financial audits of the program. • Determine procedures for recruitment, selection, and enrollment of children.

18. Responsibilities of the Board of Directors according to the Improving Head Start for School Readiness Act • Review all funding applications. • Review & approve personnel policies regarding hiring, termination, evaluation, and compensation of all Head Start Staff. • Hiring & Firing the Executive Director, Head Start Director, Director of Human Resources, Chief Financial Officer, and other key staff.

19. Board of Director Membership Requirements under the Improving Head Start for School Readiness Act • At least 1 member will have fiscal management or accounting background & expertise. • At least 1 member will have an early childhood education and development background and expertise. • At least 1 member will be a licensed attorney familiar with issues that come before a governing body.

20. Board of Director Membership Requirements under the Improving Head Start for School Readiness Act • If a Board is not able to find the individuals listed above, they may use a consultant with the expertise required. The consultant will work directly with the board.

21. Board of Director Membership Requirements under the Improving Head Start for School Readiness Act: • Lorinda Chancellor, Superintendent of Mill Creek Schools, is our Educational Consultant, whose credentials include: A double Bachelor’s Degree in Early Childhood and Elementary Education, Master’s Degree in Education and is highly qualified in a number of fields. She also holds an Elementary Administration , Secondary Administration, and a Superintendent’s Certificate. Mrs. Chancellor is a former INCA Head Start Student. • INCA also has a Board Member who has experience in Early Childhood Education. Sarilea Combs worked for INCA for approximately 3 years at Tushka INCA Head Start.

22. Board of Director Membership Requirements under the Improving Head Start for School Readiness Act • INCA consults with Lowell Wright who is a fiscal consultant and has extensive knowledge in fiscal management. He also completes Federal Reviews of other Head Start Programs in the fiscal area. • INCA has a legal consultant, James Thornley who is an Attorney, a former Assistant District Attorney, and a former INCA Board Member. • Jane Allen, RN, is our Health consultant. Jane works as a Federal Reviewer of other Head Start Programs in Health, Mental Health, Disabilities, Nutrition, Transportation, and Safety.

23. Policy Council does not look like the Board and does not act like the Board. But it does have it’s ownresponsibilities. The Federal Head Start Performance Standards require Head Start Agencies to establish a Policy Council who has shared decision-making authority for the Head Start Program. This means that the Policy Council along with the Board of Directors has responsibility of making all decisions regarding the Head Start Program. The Policy Council has the same legal, fiscal, and fiduciary responsibilities as the Board of Directors.

24. Responsibilities of the Policy Council • The Policy Council has the authority to approve or disapprove the following areas: • All funding applications • Procedures describing how the Board and the Policy Council will implement shared decision-making. • Procedures for Head Start program planning

25. Responsibilities of the Policy Council • The program’s philosophy and long and short range program goals and objectives. • The selection of the Head Start service area. • The composition of the Policy Council and the procedures by which members are chosen. • Criteria for defining recruitment, selection, and enrollment priorities.

26. Responsibilities of the Policy Council • The annual self-assessment. • Program personnel policies and changes to those policies. • Decision to hire or terminate the Head Start Director. • Decision to hire or terminate any person who works primarily for the Head Start program.

27. Responsibilities of the Policy Council The Policy Council must perform the following functions directly: • Serve as a link to the Parent Committees, Board of Directors, public & private organizations, and the communities they serve. • Assist Parent Committees in communicating with parents of enrolled children to ensure that they understand their rights, responsibilities, and opportunities in Head Start and to encourage their participation in the program.

28. Responsibilities of the Policy Council • Assist in recruiting volunteer services from parents, community residents, community organizations, and assist in the mobilization of community resources to meet identified needs. • Establish and maintain procedures for working with the Head Start program to resolve community complaints about the program.

29. Shared Board & Policy Council Information The Head Start Act has specific requirements for information that must be shared with the Board & Policy Council. Each group must receive “accurate and regular information about program planning, policies and Head Start agency operations,” including the following

30. Communication between the Board & Policy Council • Both the Board & Policy Council should have open lines of communication. In order to promote communication between the Board & Policy Council, each group should share its Meeting Minutes with the other group. This allows for shared information about important issues.

31. The Improving Head Start for School Readiness Act and Information Sharing • Monthly financial statements including credit card expenditures; • Monthly program information summaries; • Program enrollment reports • Monthly reports of meals and snacks provided through the Department of Agriculture programs. • Financial Audit

32. The Improving Head Start for School Readiness Act and Information Sharing • Annual Self-Assessment; • Strategic Plan; • Community Needs Assessment; • Communication and guidance issued by the Secretary of Health & Human Services (Information Memorandums & Program Instructions)

33. ☻Suggestions: • Read Board Meeting Minutes at Policy Council Meeting & Read Policy Council Meeting Minutes at Board Meeting.

34. Communication between the Board & Policy Council • One way that INCA facilitates open communication is to have a liaison from the Policy Council attend Board Meetings and a liaison from the Board of Directors attend Policy Council Meetings. However, all Board & Policy Council Members are always welcome to attend all meetings.

35. Internal Dispute Resolution or Impasse Procedure • The Policy Council & Board of Directors must jointly establish a written Internal Dispute Resolution. INCA has an Impasse Procedure that will be followed in the event that there is a disagreement between the Board & Policy Council that cannot be resolved.

36. IMPASSE PROCEDURE Policy: The impasse procedure is designed to assist the Board of Directors and the policy council to find resolution in a conflict dispute. Procedure: The Executive Director shall oversee and provide guidance in the implementation of the Conflict/Dispute Resolution process. He/She may request the assistance of the chairperson of both the Board of Directors and the Policy Council as deemed necessary. Time-lines: The Executive Director in the appropriate situation as described above will determine the time-line and any subsequent adjustments of time periods for resolution of the conflict/dispute allowing for the following: The best interest of the organization to ensure uninterrupted services to children and families and avoid disruption of the program activities as well as the mental health of the organization personnel. Reasonable time to reach a resolution is within a ninety (90) day period or less.

37. Impasse Procedure, continued Both the Board of Directors and Policy Council with the majority vote of its membership, can call for the implementation of the Conflict/Dispute Resolution Procedure. Both bodies must participate once a call for this implementation has been initiated. Once the formal resolution procedure is initiated, all involved are expected to: Attempt to resolve the problem at the earliest stage, not to exceed 90 days; All discussion should be targeted to the specific concern(s); and All parties should be responsive to the health, safety and welfare of consumers and programs as a primary concern during the entire resolution process. The Executive Director or designee shall be present at all proceedings. In the event a resolution is not achieved, an independent certified mediator will be utilized from an organization such as Early Settlement Services. In mediation, an outside person will facilitate a hearing between the parties and assist both in understanding each other and in reaching an agreement. When the agreement is reach for resolving the dispute, both parties will sign a document to the effect and the decision of the mediator will be final. Records - A record of all proceedings and action of both bodies and the Executive Director.

38. Term Limits Apply to ALL!!

39. Policy Council members are limited (by Federal Performance Standards) to serve a combined total of three (3) one-year terms. There are no exceptions to the term limits. Board Members shall serve for a term of three (3) years and may be re-appointed or re-elected at the end of the term provided that any such member may not serve more than seven (7) terms for a cumulative total of twenty-one years.

40. Conflict of Interest No agency staff or members of their immediate families may serve on Policy Council or Board of Directors. Definition of Immediate Family Members: Wife Husband Child Step Child Mother Father Step Parent Brother Sister Aunt Uncle Niece Nephew Mother-in-law Father-in-law Daughter-in-law Son-in-law Brother-in-law Sister-in-law Grandmother Grandfather Grandchild Or any person residing in the Policy Council or Board Member’s immediate household.

41. Conflict of Interest Policy council members must not be on staff in any full-time, part-time or temporary position. The only exception is that a Policy Council parent my “occasionally substitute”. An occasional substitute would be someone who has worked no more than once every 30 days. Board members are also not allowed to be employed by INCA. The Head Start Act also states that Policy Council Members “shall not have a conflict of interest with the Head Start agency; and shall not receive compensation for serving on the Policy Council, or for providing services to the Head Start Agency”. Conflict of Interest also includes Policy Council & Board members’ families. In most states it is a violation of the not-for-profit corporation laws for members of the immediate family of the governing body to receive any monetary gain from the not-for-profit corporation.

42. KEY AND DEFINITIONS AS USED IN • GOVERNANCE & MANAGEMENT RESPONSIBILITIES CHART • General Responsibility. The group with legal and fiscal responsibility that guides and oversees the carrying out of the functions described through the individual or group given operating responsibility. • B. Operating Responsibility. The individual or group that is directly responsible for carrying out or performing the functions consistent with the general guidance and oversight from the group holding general responsibility. • C. Must Approve or Disapprove. The group that must be involved in the decision-making process prior to the point of seeking approval. If it does not approve, a proposal cannot be adopted, or the proposed action taken, until agreement is reached between the disagreeing groups. • D. Determined locally. Functions as determined by the local governing body and in accordance with all Head Start regulations.

43. Federal Review & You • Every Head Start grantee is required to receive an on-site Federal Review every 3 years. Both the Board and the Policy Council will be expected to take part in the Federal Review and answer questions about the program. Some examples of Review Team Interview Questions: • How did you become a member of the Policy Council or Board? • Who is on the Policy Council or Board? • What is the process for communicating with the Board of Directors? • Describe any training that Head Start has offered to you? • What kinds of information or documents does the program provide to the Policy Council and Board?

44. Purpose of the Federal Review The purpose of the Review is to ensure that INCA Head Start is complying with Head Start Performance Standards. Your best preparation for the Review is to understand your role on the Policy Council or Board of Directors and how the governing bodies work in our program. If the program is following the Performance Standards and Board Members & Policy Council are involved in the decision-making process and can explain how decisions are made to the Review Team, each of you will be able to answer all of their questions.

45. The Math of a Good Board & Policy Council Triangles are said to be the strongest shape because when pressure is put on the triangle, it is distributed among all sides and each side supports the other two sides. Under a heavy load, a square distorts easily. It ends up looking like a parallelogram. If you put a brace diagonally across the middle of the square, you create two triangles and a much stronger shape. In fact, the triangle is the only shape that cannot be deformed without changing the length of one of its sides.

46. We like to think of the Board, Policy Council, and Head Start Staff as the perfect triangle. We all depend on each other for strength, each group is vital to the success of our program, and it takes all of us working together to withstand the load that is placed on all of us Government Rules & Regulations, Budget Cuts, Unstable economy Board of Directors Head Start Staff Policy Council (Parents & Community Members)

47. The puzzle may be missing pieces at times. The Board and Policy Council may have differences but as long as they continue to try to solve those differences in an orderly manner—the puzzle can be successfully completed.

48. Questions & Answers