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HomeMy WebLinkAboutMINUTES - 12022014 - C.144RECOMMENDATION(S): ACCEPT and APPROVE Head Start Policy Council Bylaws for the Community Services Bureau as recommended by the Employment & Human Services Department. FISCAL IMPACT: None BACKGROUND: This board order accepts the Head Start Policy Council Bylaws for the Community Services Bureau of the Employment & Human Services Department. Head Start Performance Standards 1304.50(d)(1)(ii) require Board approval of the Bylaws and changes made thereafter. Changes made to the 2014 Bylaws include clarification of meeting attendance requirements, further definition of "immediate family" to include spouse or co-parent, and amended wording of sub-committee formation. The Bylaws were reviewed for approval by the Head Start Policy Council on October 25, 2014. CONSEQUENCE OF NEGATIVE ACTION: If not approved, Department will not be in compliance with Head Start regulations. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 12/02/2014 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: J. Sanchez-Rosa, 313-1779 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: December 2, 2014 David Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie L. Mello, Deputy cc: Joaann Sanchez-Rosa, Cassandra Youngblood C.144 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Date:December 2, 2014 Contra Costa County Subject:Approval of Head Start Policy Council Bylaws CHILDREN'S IMPACT STATEMENT: The Employment & Human Services Department Community Services Bureau supports three of Contra Costa County’s community outcomes - Outcome 1: “Children Ready for and Succeeding in School,” Outcome 3: “Families that are Economically Self-sufficient,” and, Outcome 4: “Families that are Safe, Stable, and Nurturing.” These outcomes are achieved by offering comprehensive services, including high quality early childhood education, nutrition, and health services to low-income children throughout Contra Costa County. ATTACHMENTS Head Start Policy committee revised By laws - Clean Head Start policy committee revised bylaws - Redline Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 1 Table of Contents I. Name ................................................................................................................................................... 2 II. Purpose ................................................................................................................................................ 2 III. Executive Committee ............................................................................................................................ 2 IV. Policy Council Membership ................................................................................................................... 3 V. Subcommittees ..................................................................................................................................... 5 VI. Conferences.......................................................................................................................................... 5 VII. Standards of Conduct............................................................................................................................ 5 VIII. Meetings .............................................................................................................................................. 5 IX. Reimbursement .................................................................................................................................... 6 X. Amendments ........................................................................................................................................ 6 XI. Appendix 1: Head Start Performance Standards: Governance and Policy Council ................................... 6 XII. Appendix 2: Head Start Performance Standards Appendix A ................................................................. 9 Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 2 I. Name The name of this council is the Contra Costa County Head Start and Early Head Start Policy Council, hereinafter referred to as the Policy Council. II. Purpose The purpose of the Policy Council is to serve as a governing body using a shared decision making process with the County Board of Supervisors in all matters relating to the planning and coordination of the Head Start and Early Head Start programs operated by the Community Services Bureau. The Policy Council serves as the link among public and private organizations, the Grantee and Delegate Agencies, the communities served, and the parents of enrolled children. The Policy Council will comply with the existing Head Start Performance Standards requirements and the 2007 Head Start legislation. Any changes in the Head Start Performance Standards that will affect Policy Council bylaws will be brought to the Policy Council for explanation and approval. III. Executive Committee The Executive officers will be elected annually at the Policy Council Orientation/general meeting in October. The role of the Executive officers is to plan general meetings, review previous month minutes, set the agenda, and help staff in the overall planning. Executive officers shall attend all Policy Council and Executive Committee meetings. No more than two absences total from both Policy Council and Executive Committee meeting for the full term will be allowed. A. Chairperson The Chairperson shall preside at all Policy Council meetings. He or she has the authority to call special meetings, maintain order, and appoint chairperson ad-hoc committees. The Chairperson shall enforce the observance of order and decorum among the members, recognize members, staff and visitors who wish to speak and make official written communication. B. Vice-Chairperson The Vice-Chairperson shall assist the Chairperson and assume all the obligations and authority if the Chairperson is absent. C. Secretary The Secretary shall declare whether a quorum exists at the beginning of each meeting. The Secretary shall monitor attendance. He or she shall read any correspondence at Policy Council meetings. He or she shall check for any corrections or clarification on previous month’s minutes, and seek approval of minutes. The Secretary shall also help prepare minutes of the meeting and ensure that the meeting is recorded. D. Parliamentarian The Parliamentarian assists the Chairperson in maintaining order during meetings. He or she states and reviews the principles of conduct and expected behaviors during meetings. He or she acts a timekeeper of the agenda items and notifies the Chairperson when time is an issue. He or she is the Chairperson of the Bylaws subcommittee. Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 3 E. Election of Officers The officers shall be elected annually at the October general meeting. Nominations for the officers shall be made by the general membership. Current Head Start and Early Head Start parents and past parents may be nominated as candidates. All votes are cast by closed ballot. No more than two past parents may serve on the Executive Committee at any given time. F. Removal from Office Executive officers may be removed from office by a two-thirds (2/3) vote at any regular meeting for reasons of misconduct or excessive absenteeism. G. Officer Vacancies The chairperson of the Policy Council fills the vacancy by appointment and the Policy Council ratifies or elects a new nominee to fill the vacancy. If the Chairperson’s position is vacated, the Vice-Chair assumes all the obligations and authority of the Chair. IV. Policy Council Membership The Policy Council is comprised of parents of currently enrolled children and community agency representatives. At least 51 percent of the members must be the parents of currently enrolled Head Start or Early Head Start children (see 45 CFR 1306.3(h) for the definition of Head Start parent). No Community Services Bureau staffmembers or their immediate family (spouse, co-parent) may serve on the Policy Council. A. Composition Policy Council composition is reviewed annually to ensure that it meets the general membership guidelines of Head Start Performance Standards and that the compositions of representatives are proportionately selected according to program option (Head Start, Early Head Start, Full Day, Part Day, and Home Base). 1. Currently Enrolled Parents Currently enrolled parent representatives are elected by center parent committees and must have one or more children currently enrolled in the Head Start or Early Head Start programs. 2. Past Parent Representatives Former Head Start and Early Head Start parents may request to participate on the Policy Council, provided they have not exceeded the term limit. See the Policy Council handbook for application procedure. 3. Community Agency Representatives The Policy Council determines which community agencies it would like to invite to participate. Agencies are drawn from the local community and are familiar with resources and services for low-income children and families. Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 4 B. Term of Membership Term of membership is for one year, October-September. Members are elected each year for a maximum of three years. This limit applies to primary and alternate representatives who are listed on the Policy Council roster as a center representative at any time during the term. Currently Enrolled Parent Policy Council Members are expected to serve the full term, even if their program option closes for the summer. C. Alternates When an elected Policy Council member is unable to attend a meeting, he or she must secure an alternate to attend the meeting on his or her behalf. The alternate will participate fully including voting on action items. Each center shall maintain a list of alternates. D. Absences Policy Council members are required to attend all meetings. If a member will be absent, he or she shall secure an alternate. The member shall give twenty-four hour notice to the alternate and program staff. If a currently enrolled parent has two unexcusedabsences (failed to notify CSB staff or an Executive Officer of the absence)the center will be notified and the parent committee may choose to terminate the parent’s membership. The center must notify the Secretary of any changes in representation and in cases of excessive absenteeism, provide a response about the course of action the parent committee would like to take. If a past parent or community representative has two unexcused absences the Policy Council may choose to terminate his or her membership. E. Resignation If a member resigns from the Policy Council or is no longer eligible to serve due to enrollment status, the member must submit his or her resignation in writing to staff. If the member is an Executive Officer or Chair of a committee, the vacancy shall be filled as outlined in section III.G of the Policy Council Bylaws. F. Termination A Policy Council membership may be terminated by a two-thirds (2/3) vote at any regular meeting for reasons of misconduct or excessive absenteeism. If the termination is in regards to excessive absenteeism, this vote will take place only after a notice has been sent to the center and the center has provided a response as to the course of action. The member will be notified in writing of his or her termination from the Policy Council. G. Vacancy A vacancy at a center will be filled by an alternate until a new representative can be elected by the center parent committee. If a vacancy occurs by a community agency representative, the agency must appoint a replacement as soon as possible. Filling past parent member vacancies are outlined in Section IV.A of the Policy Council Bylaws. Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 5 V. Subcommittees The Policy Council has four standing subcommittees: Fiscal Committee, Self-Assessment Committee, Personnel/Interview Panel Committee, and Ongoing Monitoring/Program Services Committee. The Policy Council has two Ad-Hoc subcommittees: By-laws Committee, and Policies and Procedures Committee. Executive Officers must sit on at least one subcommittee. Each subcommittee must maintain at least four members at all times. The Policy Council Chair appoints subcommittee leads and the Policy Council must ratify all appointments. Subcommittees must keep minutes, and reports must be presented to the Policy Council. VI. Conferences Policy Council representatives may be selected to attend conferences. Upon return from a conference, attendees must present a conference report to the Executive Officers and the Policy Council. Attendees will be given a per diem allotment for meals, ground transportation and child care expenses. All receipts must be submitted to staff no more than seven (7) days after return from travel. Conference attendance guidelines are outlined in the Policy Council Handbook. VII. Standards of Conduct All Policy Council members must sign and adhere to the Contra Costa County Code of Conduct, Community Service’s Bureau Standards of Conduct, and abide by policies and procedures for reporting to Child Protective Services and State Community Care Licensing. Any Policy Council Member in violation of any standards of conduct may be temporarily dismissed from his or her duties while the misconduct is under investigation. Staff and the Policy Council Executive Committee will hold a closed-session meeting and review the nature of the misconduct and make recommendations to the Policy Council to resume or remove membership. VIII. Meetings Meeting notices shall comply with the Brown Act, the County’s Better Government Ordinance, and all applicable local and state meetings laws. A. Regular Meetings The Policy Council will hold a minimum of nine (9) meetings per year. Notice of meetings is provided 96 hours in advance of meetings and will be scheduled to encourage parent participation. All meetings of the Policy Council and its committees will be held in accordance with the Brown Act and the Contra Costa County Better Government Ordinance. B. Special Meetings A special meeting may be called at any time by the Chairperson. A twenty-four hour notice must be given to Policy Council members unless written notice has been waived. C. Emergency Meetings The Executive Officers may conduct business in emergency matters or if a majority of the Policy Council members cannot meet. A quorum (51% of the Executive Committee) is required to make a decision on Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 6 behalf of the Policy Council. All decisions made during an Emergency Meeting must be ratified at the next regularly scheduled Policy Council meeting. D. Quorum A quorum is 25% of the full Policy Council membership. At least 51% of the total number of authorized Policy Council members of which a majority in attendance must be Currently Enrolled Parents. E. Voting Only a Policy Council member or his or her alternate is permitted to vote on any Policy Council action. The Chairperson votes only in the case of a tie. F. Agenda The agenda shall comply with the Ralph M. Brown Act and the County Better Government Ordinance and all applicable laws. IX. Reimbursement Policy Council members will be reimbursed for child care and mileage for approved Policy Council activities according to the standard approved rates. Current standard rates and procedures for requesting reimbursement are outlined in the Policy Council Handbook. X. Amendments Proposed amendments of these bylaws may be initiated by action of the Policy Council. Proposed amendments must be presented to members at least one general meeting prior to action. XI. Appendix 1: Head Start Performance Standards: Governance and Policy Council Policy Council must approve or disapprove actions before they are finalized or actions can be taken about program changes. The Policy Council must also have been consulted in the decision-making process prior to the point of seeking approval for the items outlined below. 1304.50(d)(1)(i) All funding applications and amendments to funding applications for Early Head Start and Head Start, including administrative services, prior to the submission of such applications to the grantee (in the case of Policy Committees) or to HHS (in the case of Policy Councils); 1304.50(d)(1)(ii) Procedures describing how the governing body and the appropriate policy group will implement shared decision-making; 1304.50(d)(1)(iv) The program’s philosophy and long and short range program goals and objectives (see 45CFR 1304.51(a) and 45CFR 1305.3 for additional requirements regarding program planning); 1304.50(d)(1)(v) The selection of delegate agencies and their service areas (this regulation is binding on Policy Councils exclusively)(see 45 CFR 1301.33 and 45 CFR Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 7 1305.3(a) for additional requirements about delegate agency and service area selection, respectively); 1304.50(d)(1)(vi) The composition of the Policy Council or the Policy Committee and the procedures by which policy group members are chosen; 1304.50(d)(1)(vii) Criteria for defining recruitment, selection, and enrollment priorities, in accordance with the requirements of 45 CFR part 1305; 1304.50(d)(1)(viii) The annual self-assessment of the grantee or delegate agency’s progress in carrying out the programmatic and fiscal intent of its grant application, including planning or other actions that may result from the review of the annual audit and findings from the Federal monitoring review (see 45 CFR 1304.51(I) for additional requirements about the annual self-assessment); 1304.50(d)(1)(ix) Program Personnel policies and subsequent changes to those policies, in accordance with 45 CFR 1301.31, including standards of conduct for program staff consultants, and volunteers; 1304.50(d)(1)(x)(xi) Decisions to hire or terminate the Early Head Start or Head Start director of the grantee or delegate agency; and decisions to hire or terminate any person who works primarily for the Early Head Start or Head Start program of the grantee or delegate agency. Head Start Performance Standards on Policy Council activities: 1304.50(d)(2)(I) Serve as a link to the Parent Committees, grantee and delegate agency governing bodies, public and private organizations, and the communities they serve; 1304.50(d)(2)(ii) Assist Parent Committees in communicating with parents enrolled in all program options to ensure that they understand their rights, responsibilities, and opportunities in Early Head Start and Head Start to encourage their participation in the program; 1304.50(d)(2)(iii) Assist Parent Committees in planning, coordinating, and organizing program activities for parents with the assistance of staff, and ensuring that funds set aside from program budgets are used to support parent activities; 1304.50(d)(2)(iv) Assist in recruiting volunteer services from parents, community residents, and community organizations, and assist in the mobilization of community resources to meet identified needs; and 1304.50(d)(2)(v) Establish and maintain procedures for working with the grantee or delegate agency to resolve community complaints about the program. Head Start Performance Standards on Policy Council Membership: Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 8 1304.50(b)(2) Policy Councils and Policy Committees must be comprised of two types of representatives: parents of currently enrolled children and community representatives. At least 51 percent of the members of these policy groups must be the parents of currently enrolled Head Start/Early Head Start children (see 45 CFR 1306.3(h) for a definition of a Head Start parent). 1304.50(a)(3) All Policy Councils, Policy Committees, and Parent Committees must be established as early in the program year as possible. Grantee Policy Councils and delegate Policy Committees may not be dissolved until successor Councils or Committees are elected and seated. 1304.50(a)(4) When a grantee has delegated the entire Head Start program to one delegate agency, it is not necessary to have a Policy Committee in addition to a grantee agency Policy Council. 1304.50(b)(3) Community representatives must be drawn from the local community: businesses; public or private community, civic, and professional organizations; and others who are familiar with resources and services for low-income children and families, including, for example, the parents of formerly enrolled children. 1304.50(a)(5) The governing body, (Board of Supervisors) (the group with legal and fiscal responsibility for administering the Early Head Start or Head Start program) and the Policy Council or Policy Committee must not have identical memberships and functions. 1304.50(b)(5) Policy Councils and Policy Committees must limit the number of one-year terms any individual may serve on either body to a combined total of three terms. 1304.50(b)(I)(6) No grantee or delegate agency staff (or members of their immediate families) may serve on Policy Councils or Policy Committees except parents who occasionally substitute for regular Early Head Start or Head Start staff. In the case of Tribal grantees, this exclusion applies only to Tribal staff who work in areas directly related to or which directly impact upon any Early Head Start or Head Start administrative, fiscal or programmatic issues. 1304.50(b)(1)(7) Parents of children currently enrolled in all program options must be proportionately represented on established policy groups. Head Start Performance Standards on reimbursement: 1304.50(f) Policy Council, Policy Committee, and Parent Committee reimbursement. Grantee and delegate agencies must enable low-income members to participate fully in their group responsibilities by providing, if necessary, reimbursements for Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 9 reasonable expenses incurred by the members (i.e. childcare and transportation). XII. Appendix 2: Head Start Performance Standards Appendix A The following chart outlines the shared responsibilities between the Board of Supervisors, Policy Council, Head Start Director and EHSD Director. FUNCTION BOARD OF SUPER-VISORS POLICY COUNCIL HS* PROGRAM DIRECTOR AGENCY DIRECTOR I PLANNING 1304.50(d)(1)(iii) (a) 1304.50(d)(1)(iii) A & C C B C Procedures for program planning in accordance with this Part and the requirements of 45 CFR 1305.3 (this regulation is binding on Policy Councils exclusively). (b) 1304.50(d)(1)(iv) A & C C B C The program's philosophy and long - and short - range program goals and objectives (see 45 CFR 1304.51(a) and 45 CFR 1305.3 for additional requirements regarding program planning). (c) 1304.50(d)(1)(v) A & C C B C The selection of delegate agencies and their service areas (this regulation is binding on Policy Councils exclusively) (see 45 CFR 1301.33 and 45 CFR 1305.3(a) for additional requirements about delegate agency and service area selection, respectively). (d) 1304.50(d)(1)(vii) A C B (Review Only) Criteria for defining recruitment, selection, and enrollment priorities in accordance with the requirements of 45 CFR Part 1305. Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 10 (e) 1304.50(d)(1)(i) A & C C B C All funding applications and amendments to funding applications for Early Head Start and Head Start, including administrative services, prior to the submission of such applications to the grantee (in the case of Policy Councils). (f) 1304.50(f) A C B (Review Only) Policy Council, Policy Committee, and Parent Committee reimbursement. Grantee and delegate agencies must enable low income members to participate fully in their group responsibilities by providing, if necessary, reimbursements for reasonable expenses incurred by the members. (g) 1304.50(d)(1)(viii) A C B C The annual self-assessment of the grantee or delegate agency's progress in carrying out the programmatic and fiscal intent of its grant application, including planning or other actions that may result from the review of the annual audit and findings from the federal monitoring review (see 45 CFR 1304.51(i)(1) for additional requirements about the annual self-assessment). Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 11 FUNCTION BOARD OF SUPER-VISORSPOLICY COUNCILHS* PROGRAM DIRECTORAGENCY DIRECTORII GENERAL PROCEDURES 1304.50 (d)(1)(vi) (a) 1304.50(d)(1)(vi) A & C C B C The composition of the Policy Council or the Policy Committee and the procedures by which policy group members are chosen. (b) 1304.50(g)(1) A & C C N/A C Grantee and delegate agencies must have written policies that define roles and responsibilites of the governing body members and that inform them of the mananagement procedures and functions necessary to implement a high quality program. (c) 1304.50(d)(1)(ii) A & C C B C Procedures describing how the governing body and the appropriate policy group will implement shared decision-making. (d) 1304.50(h)A & C C B C Internal dispute resolution. Each grantee and delegate agency and Policy Council or Policy Committee jointly must establish written procedures for resolving internal disputes, including impasse procedures, between the governing body and policy group. (e) 1304.50(d)(2)(v) B B B B Establish and maintain procedures for hearing and working with the grantee or delegate agency to resolve community complaints about the program. (f) 1304.50(g)(2) A N/A B B Grantee and delegate agencies must ensure that appropriate internal controls are established and implemented to safeguard federal funds in accordance with 45 CFR 1301.13. (g) 1304.50(d)(1)(ix)A & C N/A B B The annual independent audit that must be conducted in accordance with 45 CFR 1301.12. Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 12 FUNCTION BOARD OF SUPER-VISORSPOLICY COUNCILHS* PROGRAM DIRECTORAGENCY DIRECTORIII HUMAN RESOURCES MANAGEMENT 1304.50(d)(1)(x) (a) 1304.50(d)(1)(x) A & C C B B Program personnel policies and subsequent changes to those policies, in accordance with 45 CFR 1301.31, including standards of conduct for program staff, consultants, and volunteers. (b) 1304.50(d)(1)(xi) A & C C N/A B Decisions to hire or terminate the Early Head Start or Head Start Director of the grantee agency. (c) 1304.50(d)(1)(xii) C C B C Decisions to hire or terminate any person who works primarily for the Early Head Start or Head Start program of the grantee agency. (Grantee Only) (d) 1304.50(d)(1)(xi) N/A N/A N/A B Decisions to hire or terminate the Early Head Start or Head Start Director of the delegate agency. (e) 1304.50(d)(1)(xii) N/A N/A B C Decisions to hire or terminate any person who works primarily for the Early Head Start or Head Start program of the delegate agency. (Delegate Only) D. Determined locally. Management staff functions as determined by the local governing body and in accordance with all Head Start regulations. C. Must Approve or Disapprove. The group 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. KEY AND DEFINITIONS AS USED IN CHART * When a grantee or delegate agency operates an Early Head Start program only and not an Early Head Start and a Head Start program, these responsilbilites apply to the Early Head Start Director. A. 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. (Existing Appendix A requirements PLUS the added ones from the 2007 HS legislation)** Procedure/Plan/Application Approval Required Frequency of Approval Board of Directors Policy Council Planning Procedure (Road Map) X X Annually Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 13 Goals and Objectives X X Annually Child Recruitment/Selection Procedures X (added) X Annually Budget and Grant Application X X Annually - and as needed for supplements Self Assessment and Plan for Corrections X (added) X Annually Board Composition Requirements for non- governmental agencies X (added) ___ One-time (until changed) Board and PC Conflict of Interest requirements X (added) X (added) One-time (until changed) Board approval of PC Composition Procedure for how PC members are selected X X (added) ___ X (added) One-Time (until changed) Policy defining roles/ responsibilities of governing board members for implementing a high quality program X ___ One-Time (until changed) Procedures describing how shared governance is implemented X X One-Time (until changed) Dispute Resolution & Impasse Procedure (OHS will issue procedure) X X One-Time (until changed) Procedures to resolve community complaints, conduct investigations. X Previously “operating” role Previously “operating” role One-Time (until changed) Personnel Policies & Procedures (Revisions to X X As Needed Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 14 originally approved) Service Area Plans X Annually Financial Management Accounting & Reporting Policies including audit X (added) ____ One-Time (until changed) Board: Hiring/Termination procedures for Executive, Head Start, Fiscal, and HR Directors Policy Council: Hiring and firing criteria for program staff. X (added) _____ X (added) One-Time (until changed) Required Reports To Board To PC Frequency Budget and Program Reports Budget Reports Credit Card Expense Reports USDA Meals/Snacks Program Information Summaries Enrollment Reports X X X X X X X X X X X X Periodic Monthly Monthly Monthly Monthly Monthly ** Additional clarifications and revised regulations will be forthcoming from OHS. Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 1 Table of Contents I. Name ................................................................................................................................................... 2 II. Purpose ................................................................................................................................................ 2 III. Executive Committee ............................................................................................................................ 2 IV. Policy Council Membership ................................................................................................................... 3 V. Subcommittees ..................................................................................................................................... 5 VI. Conferences.......................................................................................................................................... 5 VII. Standards of Conduct............................................................................................................................ 5 VIII. Meetings .............................................................................................................................................. 5 IX. Reimbursement .................................................................................................................................... 6 X. Amendments ........................................................................................................................................ 6 XI. Appendix 1: Head Start Performance Standards: Governance and Policy Council ................................... 6 XII. Appendix 2: Head Start Performance Standards Appendix A ................................................................. 9 Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 2 I. Name The name of this council is the Contra Costa County Head Start and Early Head Start Policy Council, hereinafter referred to as the Policy Council. II. Purpose The purpose of the Policy Council is to serve as a governing body using a shared decision making process with the County Board of Supervisors in all matters relating to the planning and coordination of the Head Start and Early Head Start programs operated by the Community Services Bureau. The Policy Council serves as the link among public and private organizations, the Grantee and Delegate Agencies, the communities served, and the parents of enrolled children. The Policy Council will comply with the existing Head Start Performance Standards requirements and the 2007 Head Start legislation. Any changes in the Head Start Performance Standards that will affect Policy Council bylaws will be brought to the Policy Council for explanation and approval. III. Executive Committee The Executive officers will be elected annually at the Policy Council Orientation/general meeting in October. The role of the Executive officers is to plan general meetings, review previous month minutes, set the agenda, and help staff in the overall planning. Executive officers shall attend all Policy Council and Executive Committee meetings. No more than threetwo absences total from eachboth Policy Council orand Executive Committee meeting for the full term will be allowed. A. Chairperson The Chairperson shall preside at all Policy Council meetings. He or she has the authority to call special meetings, maintain order, and appoint chairperson ad-hoc committees. The Chairperson shall enforce the observance of order and decorum among the members, recognize members, staff and visitors who wish to speak and make official written communication. B. Vice-Chairperson The Vice-Chairperson shall assist the Chairperson and assume all the obligations and authority if the Chairperson is absent. C. Secretary The Secretary shall declare whether a quorum exists at the beginning of each meeting. The Secretary shall monitor attendance. He or she shall read any correspondence at Policy Council meetings. He or she shall check for any corrections or clarification on previous month’s minutes, and seek approval of minutes. The Secretary shall also help prepare minutes of the meeting and ensure that the meeting is recorded. D. Parliamentarian The Parliamentarian assists the Chairperson in maintaining order during meetings. He or she states and reviews the principles of conduct and expected behaviors during meetings. He or she acts a timekeeper of the agenda items and notifies the Chairperson when time is an issue. He or she is the Chairperson of the Bylaws subcommittee. Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 3 E. Election of Officers The officers shall be elected annually at the October general meeting. Nominations for the officers shall be made by the general membership. Current Head Start and Early Head Start parents and past parents may be nominated as candidates. All votes are cast by closed ballot. No more than twothreetwo past parents may serve on the Executive Committee at any given time. F. Removal from Office Executive officers may be removed from office by a two-thirds (2/3) vote at any regular meeting for reasons of misconduct or excessive absenteeism. G. Officer Vacancies The chairperson of the Policy Council fills the vacancy by appointment and the Policy Council ratifies or elects a new nominee to fill the vacancy. If the Chairperson’s position is vacated, the Vice-Chair assumes all the obligations and authority of the Chair. IV. Policy Council Membership The Policy Council is comprised of parents of currently enrolled children and community agency representatives. At least 51 percent of the members must be the parents of currently enrolled Head Start or Early Head Start children (see 45 CFR 1306.3(h) for the definition of Head Start parent). No Community Services Bureau staff (or members of or their immediate family (spouse, co-parent) : parent, child, sibling, grandparent, significant other, co-parent or spouse) may serve on the Policy Council., except for parents who occasionally (no more than 10 hours a month) substitute for regular Early Head Start or Head Start staff. A. Composition Policy Council composition is reviewed annually to ensure that it meets the general membership guidelines of Head Start Performance Standards and that the compositions of representatives are proportionately selected according to program option (Head Start, Early Head Start, Full Day, Part Day, and Home Base). 1. Currently Enrolled Parents Currently enrolled parent representatives are elected by center parent committees and must have one or more children currently enrolled in the Head Start or Early Head Start programs. 2. Past Parent Representatives Former Head Start and Early Head Start parents may request to participate on the Policy Council, provided they have not exceeded the term limit. See the Policy Council handbook for application procedure. 3. Community Agency Representatives Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 4 The Policy Council determines which community agencies it would like to invite to participate. Agencies are drawn from the local community and are familiar with resources and services for low-income children and families. B. Term of Membership Term of membership is for one year, October-September. Members are elected each year for a maximum of three years. This limit applies to primary and alternate representatives who are listed on the Policy Council roster as a center representative at any time during the term. Currently Enrolled Parent Policy Council Members are expected to serve the full term, even if their program option closes for the summer. C. Alternates When an elected Policy Council member is unable to attend a meeting, he or she must secure an alternate to attend the meeting on his or her behalf. The alternate will participate fully including voting on action items. Each center shall maintain a list of alternates. D. Absences Policy Council members are required to attend all meetings. If a member will be absent, he or she shall secure an alternate. The member shall give twenty-four hour notice to the alternate and program staff. If a currently enrolled parent has two consecutive unexcused absences (did not(failed to notify CSB staff or an Executive Officer of the absence) the center will be notified and the parent committee may choose to terminate the parent’s membership. The center must notify the Secretary of any changes in representation and in cases of excessive absenteeism, provide a response about the course of action the parent committee would like to take. If a past parent or community representative has two unexcused consecutive absences the Policy Council may choose to terminate his or her membership. E. Resignation If a member resigns from the Policy Council or is no longer eligible to serve due to enrollment status, the member must submit his or her resignation in writing to staff. If the member is an Executive Officer or Chair of a committee, the vacancy shall be filled as outlined in section III.G of the Policy Council Bylaws. F. Termination A Policy Council membership may be terminated by a two-thirds (2/3) vote at any regular meeting for reasons of misconduct or excessive absenteeism. If the termination is in regards to excessive absenteeism, this vote will take place only after a notice has been sent to the center and the center has provided a response as to the course of action. The member will be notified in writing of his or her termination from the Policy Council. G. Vacancy A vacancy at a center will be filled by an alternate until a new representative can be elected by the center parent committee. If a vacancy occurs by a community agency representative, the agency must appoint a replacement as soon as possible. Filling past parent member vacancies are outlined in Section IV.A of the Policy Council Bylaws. Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 5 V. Subcommittees The Policy Council has four standing subcommittees: Fiscal Committee, Self-Assessment Committee, Personnel/Interview Panel Committee, and Ongoing Monitoring/Program Services Committee. The Policy Council has two Ad-Hoc subcommittees: By-laws Committee, and Policies and Procedures Committee. Executive Officers must sit on at least one subcommittee. Each subcommittee must maintain at least four members at all times. The Policy Council Chair appoints subcommittee leadsChairs and the Policy Council must ratify all appointments. Subcommittees must keep minutes, and reports must be presented to the Policy Council. VI. Conferences Policy Council representatives may be selected to attend conferences. Upon return from a conference, attendees must present a conference report to the Executive Officers and the Policy Council. Attendees will be given a per diem allotment for meals, ground transportation and child care expenses. All receipts must be submitted to staff no more than seven (7) days after return from travel. Conference attendance guidelines are outlined in the Policy Council Handbook. VII. Standards of Conduct All Policy Council members must sign and adhere to the Contra Costa County Code of Conduct, Community Service’s Bureau Standards of Conduct, and abide by policies and procedures for reporting to Child Protective Services and State Community Care Licensing. Any Policy Council Member in violation of any standards of conduct may be temporarily dismissed from his or her duties while the misconduct is under investigation. Staff and the Policy Council Executive Committee will hold a closed-session meeting and review the nature of the misconduct and make recommendations to the Policy Council to resume or remove membership. VIII. Meetings Meeting notices shall comply with the Brown Act, the County’s Better Government Ordinance, and all applicable local and state meetings laws. A. Regular Meetings The Policy Council will hold a minimum of nine (9) meetings per year. Notice of meetings is provided 96 hours in advance of meetings and will be scheduled to encourage parent participation. All meetings of the Policy Council and its committees will be held in accordance with the Brown Act and the Contra Costa County Better Government Ordinance. B. Special Meetings A special meeting may be called at any time by the Chairperson. A twenty-four hour notice must be given to Policy Council members unless written notice has been waived. C. Emergency Meetings The Executive Officers may conduct business in emergency matters or if a majority of the Policy Council members cannot meet. A quorum (51% of the Executive Committee) is required to make a decision on Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 6 behalf of the Policy Council. All decisions made during an Emergency Meeting must be ratified at the next regularly scheduled Policy Council meeting. D. Quorum A quorum is 25% of the full Policy Council membership. At least 51% of the total number of authorized Policy Council members of which a majority in attendance must be Currently Enrolled Parents. E. Voting Only a Policy Council member or his or her alternate is permitted to vote on any Policy Council action. The Chairperson votes only in the case of a tie. F. Agenda The agenda shall comply with the Ralph M. Brown Act and the County Better Government Ordinance and all applicable laws. IX. Reimbursement Policy Council members will be reimbursed for child care and mileage for approved Policy Council activities according to the standard approved rates. Current standard rates and procedures for requesting reimbursement are outlined in the Policy Council Handbook. X. Amendments Proposed amendments of these bylaws may be initiated by action of the Policy Council. Proposed amendments must be presented to members at least one general meeting prior to action. XI. Appendix 1: Head Start Performance Standards: Governance and Policy Council Policy Council must approve or disapprove actions before they are finalized or actions can be taken about program changes. The Policy Council must also have been consulted in the decision-making process prior to the point of seeking approval for the items outlined below. 1304.50(d)(1)(i) All funding applications and amendments to funding applications for Early Head Start and Head Start, including administrative services, prior to the submission of such applications to the grantee (in the case of Policy Committees) or to HHS (in the case of Policy Councils); 1304.50(d)(1)(ii) Procedures describing how the governing body and the appropriate policy group will implement shared decision-making; 1304.50(d)(1)(iv) The program’s philosophy and long and short range program goals and objectives (see 45CFR 1304.51(a) and 45CFR 1305.3 for additional requirements regarding program planning); 1304.50(d)(1)(v) The selection of delegate agencies and their service areas (this regulation is binding on Policy Councils exclusively)(see 45 CFR 1301.33 and 45 CFR Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 7 1305.3(a) for additional requirements about delegate agency and service area selection, respectively); 1304.50(d)(1)(vi) The composition of the Policy Council or the Policy Committee and the procedures by which policy group members are chosen; 1304.50(d)(1)(vii) Criteria for defining recruitment, selection, and enrollment priorities, in accordance with the requirements of 45 CFR part 1305; 1304.50(d)(1)(viii) The annual self-assessment of the grantee or delegate agency’s progress in carrying out the programmatic and fiscal intent of its grant application, including planning or other actions that may result from the review of the annual audit and findings from the Federal monitoring review (see 45 CFR 1304.51(I) for additional requirements about the annual self-assessment); 1304.50(d)(1)(ix) Program Personnel policies and subsequent changes to those policies, in accordance with 45 CFR 1301.31, including standards of conduct for program staff consultants, and volunteers; 1304.50(d)(1)(x)(xi) Decisions to hire or terminate the Early Head Start or Head Start director of the grantee or delegate agency; and decisions to hire or terminate any person who works primarily for the Early Head Start or Head Start program of the grantee or delegate agency. Head Start Performance Standards on Policy Council activities: 1304.50(d)(2)(I) Serve as a link to the Parent Committees, grantee and delegate agency governing bodies, public and private organizations, and the communities they serve; 1304.50(d)(2)(ii) Assist Parent Committees in communicating with parents enrolled in all program options to ensure that they understand their rights, responsibilities, and opportunities in Early Head Start and Head Start to encourage their participation in the program; 1304.50(d)(2)(iii) Assist Parent Committees in planning, coordinating, and organizing program activities for parents with the assistance of staff, and ensuring that funds set aside from program budgets are used to support parent activities; 1304.50(d)(2)(iv) Assist in recruiting volunteer services from parents, community residents, and community organizations, and assist in the mobilization of community resources to meet identified needs; and 1304.50(d)(2)(v) Establish and maintain procedures for working with the grantee or delegate agency to resolve community complaints about the program. Head Start Performance Standards on Policy Council Membership: Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 8 1304.50(b)(2) Policy Councils and Policy Committees must be comprised of two types of representatives: parents of currently enrolled children and community representatives. At least 51 percent of the members of these policy groups must be the parents of currently enrolled Head Start/Early Head Start children (see 45 CFR 1306.3(h) for a definition of a Head Start parent). 1304.50(a)(3) All Policy Councils, Policy Committees, and Parent Committees must be established as early in the program year as possible. Grantee Policy Councils and delegate Policy Committees may not be dissolved until successor Councils or Committees are elected and seated. 1304.50(a)(4) When a grantee has delegated the entire Head Start program to one delegate agency, it is not necessary to have a Policy Committee in addition to a grantee agency Policy Council. 1304.50(b)(3) Community representatives must be drawn from the local community: businesses; public or private community, civic, and professional organizations; and others who are familiar with resources and services for low-income children and families, including, for example, the parents of formerly enrolled children. 1304.50(a)(5) The governing body, (Board of Supervisors) (the group with legal and fiscal responsibility for administering the Early Head Start or Head Start program) and the Policy Council or Policy Committee must not have identical memberships and functions. 1304.50(b)(5) Policy Councils and Policy Committees must limit the number of one-year terms any individual may serve on either body to a combined total of three terms. 1304.50(b)(I)(6) No grantee or delegate agency staff (or members of their immediate families) may serve on Policy Councils or Policy Committees except parents who occasionally substitute for regular Early Head Start or Head Start staff. In the case of Tribal grantees, this exclusion applies only to Tribal staff who work in areas directly related to or which directly impact upon any Early Head Start or Head Start administrative, fiscal or programmatic issues. 1304.50(b)(1)(7) Parents of children currently enrolled in all program options must be proportionately represented on established policy groups. Head Start Performance Standards on reimbursement: 1304.50(f) Policy Council, Policy Committee, and Parent Committee reimbursement. Grantee and delegate agencies must enable low-income members to participate fully in their group responsibilities by providing, if necessary, reimbursements for Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 9 reasonable expenses incurred by the members (i.e. childcare and transportation). XII. Appendix 2: Head Start Performance Standards Appendix A The following chart outlines the shared responsibilities between the Board of Supervisors, Policy Council, Head Start Director and EHSD Director. FUNCTION BOARD OF SUPER-VISORS POLICY COUNCIL HS* PROGRAM DIRECTOR AGENCY DIRECTOR I PLANNING 1304.50(d)(1)(iii) (a) 1304.50(d)(1)(iii) A & C C B C Procedures for program planning in accordance with this Part and the requirements of 45 CFR 1305.3 (this regulation is binding on Policy Councils exclusively). (b) 1304.50(d)(1)(iv) A & C C B C The program's philosophy and long - and short - range program goals and objectives (see 45 CFR 1304.51(a) and 45 CFR 1305.3 for additional requirements regarding program planning). (c) 1304.50(d)(1)(v) A & C C B C The selection of delegate agencies and their service areas (this regulation is binding on Policy Councils exclusively) (see 45 CFR 1301.33 and 45 CFR 1305.3(a) for additional requirements about delegate agency and service area selection, respectively). (d) 1304.50(d)(1)(vii) A C B (Review Only) Criteria for defining recruitment, selection, and enrollment priorities in accordance with the requirements of 45 CFR Part 1305. Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 10 (e) 1304.50(d)(1)(i) A & C C B C All funding applications and amendments to funding applications for Early Head Start and Head Start, including administrative services, prior to the submission of such applications to the grantee (in the case of Policy Councils). (f) 1304.50(f) A C B (Review Only) Policy Council, Policy Committee, and Parent Committee reimbursement. Grantee and delegate agencies must enable low income members to participate fully in their group responsibilities by providing, if necessary, reimbursements for reasonable expenses incurred by the members. (g) 1304.50(d)(1)(viii) A C B C The annual self-assessment of the grantee or delegate agency's progress in carrying out the programmatic and fiscal intent of its grant application, including planning or other actions that may result from the review of the annual audit and findings from the federal monitoring review (see 45 CFR 1304.51(i)(1) for additional requirements about the annual self-assessment). Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 11 FUNCTION BOARD OF SUPER-VISORSPOLICY COUNCILHS* PROGRAM DIRECTORAGENCY DIRECTORII GENERAL PROCEDURES 1304.50 (d)(1)(vi) (a) 1304.50(d)(1)(vi) A & C C B C The composition of the Policy Council or the Policy Committee and the procedures by which policy group members are chosen. (b) 1304.50(g)(1) A & C C N/A C Grantee and delegate agencies must have written policies that define roles and responsibilites of the governing body members and that inform them of the mananagement procedures and functions necessary to implement a high quality program. (c) 1304.50(d)(1)(ii) A & C C B C Procedures describing how the governing body and the appropriate policy group will implement shared decision-making. (d) 1304.50(h)A & C C B C Internal dispute resolution. Each grantee and delegate agency and Policy Council or Policy Committee jointly must establish written procedures for resolving internal disputes, including impasse procedures, between the governing body and policy group. (e) 1304.50(d)(2)(v) B B B B Establish and maintain procedures for hearing and working with the grantee or delegate agency to resolve community complaints about the program. (f) 1304.50(g)(2) A N/A B B Grantee and delegate agencies must ensure that appropriate internal controls are established and implemented to safeguard federal funds in accordance with 45 CFR 1301.13. (g) 1304.50(d)(1)(ix)A & C N/A B B The annual independent audit that must be conducted in accordance with 45 CFR 1301.12. Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 12 FUNCTION BOARD OF SUPER-VISORSPOLICY COUNCILHS* PROGRAM DIRECTORAGENCY DIRECTORIII HUMAN RESOURCES MANAGEMENT 1304.50(d)(1)(x) (a) 1304.50(d)(1)(x) A & C C B B Program personnel policies and subsequent changes to those policies, in accordance with 45 CFR 1301.31, including standards of conduct for program staff, consultants, and volunteers. (b) 1304.50(d)(1)(xi) A & C C N/A B Decisions to hire or terminate the Early Head Start or Head Start Director of the grantee agency. (c) 1304.50(d)(1)(xii) C C B C Decisions to hire or terminate any person who works primarily for the Early Head Start or Head Start program of the grantee agency. (Grantee Only) (d) 1304.50(d)(1)(xi) N/A N/A N/A B Decisions to hire or terminate the Early Head Start or Head Start Director of the delegate agency. (e) 1304.50(d)(1)(xii) N/A N/A B C Decisions to hire or terminate any person who works primarily for the Early Head Start or Head Start program of the delegate agency. (Delegate Only) D. Determined locally. Management staff functions as determined by the local governing body and in accordance with all Head Start regulations. C. Must Approve or Disapprove. The group 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. KEY AND DEFINITIONS AS USED IN CHART * When a grantee or delegate agency operates an Early Head Start program only and not an Early Head Start and a Head Start program, these responsilbilites apply to the Early Head Start Director. A. 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. (Existing Appendix A requirements PLUS the added ones from the 2007 HS legislation)** Procedure/Plan/Application Approval Required Frequency of Approval Board of Directors Policy Council Planning Procedure (Road Map) X X Annually Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 13 Goals and Objectives X X Annually Child Recruitment/Selection Procedures X (added) X Annually Budget and Grant Application X X Annually - and as needed for supplements Self Assessment and Plan for Corrections X (added) X Annually Board Composition Requirements for non- governmental agencies X (added) ___ One-time (until changed) Board and PC Conflict of Interest requirements X (added) X (added) One-time (until changed) Board approval of PC Composition Procedure for how PC members are selected X X (added) ___ X (added) One-Time (until changed) Policy defining roles/ responsibilities of governing board members for implementing a high quality program X ___ One-Time (until changed) Procedures describing how shared governance is implemented X X One-Time (until changed) Dispute Resolution & Impasse Procedure (OHS will issue procedure) X X One-Time (until changed) Procedures to resolve community complaints, conduct investigations. X Previously “operating” role Previously “operating” role One-Time (until changed) Personnel Policies & Procedures (Revisions to X X As Needed Contra Costa County EHSD Community Services Bureau Head Start/Early Head Start Bylaws PC Approved: BOS Approved: 14 originally approved) Service Area Plans X Annually Financial Management Accounting & Reporting Policies including audit X (added) ____ One-Time (until changed) Board: Hiring/Termination procedures for Executive, Head Start, Fiscal, and HR Directors Policy Council: Hiring and firing criteria for program staff. X (added) _____ X (added) One-Time (until changed) Required Reports To Board To PC Frequency Budget and Program Reports Budget Reports Credit Card Expense Reports USDA Meals/Snacks Program Information Summaries Enrollment Reports X X X X X X X X X X X X Periodic Monthly Monthly Monthly Monthly Monthly ** Additional clarifications and revised regulations will be forthcoming from OHS.