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HomeMy WebLinkAboutMINUTES - 11071995 - C96 E C.96 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on November 7, 1995, by the following vote: AYES: Supervisors Rogers, Smith, DeSaulnier, Torlakson and Bishop NOES: None ABSENT: None ABSTAIN: None SUBJECT: Head Start Policy Council By-Laws (Internal Operating Procedures) The Community Services Director recommended that the Board of Supervisors accept the Head Start Policy Council By-Laws (Internal Operating Procedures) as set forth in the attached document. IT IS BY THE BOARD ORDERED that the Head Start Policy Council By-Laws (Internal Operating Procedures) are ACCEPTED. 1 hereby certify that this Is a true and correct copy of an action taken and entered on the minutes of the Board of Supw~on the da shown. ATTESTED: 77 h& 1 15 CNELOR,Clerk of oataors my mt4fT cc: County Administrator County Counsel Community Services Department Head Start a:\110795C.96 CONTRA COSTA COUNTY COMMUNITY SERVICES DEPARTMENT HEAD START POLICY COUNCIL BY-LAWS (INTERNAL OPERATING PROCEDURES) 1. STATEMENT OF PURPOSE The purpose of this Head Start Policy Council (HSPC) is to serve as a part of the shared decision-making process. This HSPC is to serve as a link among public and private organizations, the Grantee and Delegate Agencies, the communities served, and the parents of children enrolled. This HSPC will assist in the planning and coordinating of the Head Start program in the County of Contra Costa in the State of California. 2. LOCATION OF MEETINGS Regularly scheduled meetings of this HSPC will take place at 2425 Bisso Lane, Concord, California. 3. WHO ARE MEMBERS OF THE HSPC? 1 elected parent from each Delegate Agency 1 elected parent from the Grantee Operated Program (GOP) site 2 members from the Board of Supervisors 1 elected parents from each project 2 Community representatives 3 Public agency representatives 4. HOW DO THE MEMBERS GET TO BE MEMBERS? The parents from each Delegate Agency are elected by the Local Policy Committees. The representatives from the GOP sites are elected by the parents at that site. The members from the Board of Supervisors are appointed by the Chair of the Board. Community representatives are selected by the HSPC, after an interview by an election committee. Public agency representatives are selected by the Department Head and approved by the HSPC. 5. HOW LONG DO MEMBERS SERVE? Members serve a one year term. No member can serve more than three years total in any voting capacity. 6. HOW DO MEMBERS RESIGN OR ARE REMOVED? Members may resign from the HSPC by submitting a letter of resignation. Elected parents from each Delegate Agency may be removed by their Delegate Agency, which automatically results in termination from the HSPC, regardless of position. Notice of this removal must be submitted in writing to the HSPC. 7. WHO ARE THE OFFICERS? The officers are Chairperson, Vice-Chairperson, Secretary, Assistant Secretary, Treasurer, and Parliamentarian. 8. HOW THE OFFICERS GET TO BE OFFICERS? The officers are elected yearly at the HSPC meeting in November. Nominations for each office are made from the floor beginning with the Chairperson, followed by Vice- Chairperson, Secretary, Assistant Secretary and Treasurer. The people nominated leave the room and a vote is taken by a show of hands. The person receiving the most votes is elected. Immediately following election of officers, elections for a delegate and an alternate to NHSA (National Head Start Association) and to ADAPT (Association of Directors, Associates, Parents and Partners Together, Inc.) are held. The Parliamentarian is appointed by the Chairperson at the HSPC meeting in December. The Parliamentarian is appointed by the Chairperson at the HSPC meeting in December. If an office becomes vacant at any time, a new officer is elected in the same way. 9. WHAT ARE THE DUTIES OF THE OFFICERS? CHAIRPERSON: 1. The Chairperson calls and presides over meetings of the HSPC. 2. With prior approval from the HSPC, the Chairperson acts as its spokesperson at events concerning the Head Start program. 3. The Chairperson, with input from parents and staff, prepares the meeting agenda at Executive Committee meetings. 4. The Chairperson and/or the Executive Committee reviews HSPC minutes prior to their presentation at the next HSPC meeting. 5. The Chairperson chairs the Executive Committee. 6. The Chairperson serves on the Equal Opportunities Commission and/or appoints an alternate if unable to attend. 7. The Chairperson may participate in discussion, limiting his or her comments to the end of the discussion. 8. The Chairperson may delegate his or her duties to the Vice- Chairperson. VICE-CHAIRPERSON: 1. The Vice-Chairperson assumes the duties of the Chairperson in his or her absence. 2. The Vice-Chairperson serves on the Executive Committee. 3. The Vice-Chairperson serves as a member of one Standing Committee. SECRETARY: 1. The Secretary maintains the official records of the HSPC. 2. The Secretary records HSPC minutes,with staff assistance. 3. The Secretary serves on the Executive Committee. 4. The Secretary serves as a member of one Standing Committee. 5. In the absence of the Chairperson, Vice-Chairperson, Treasurer, and Parliamentarian, the Secretary conducts an election of a Chairperson Protem. 6. The Secretary may delegate his or her duties to the Assistant Secretary. ASSISTANT SECRETARY: 1. The Assistant Secretary assumes the duties of the Secretary, in his or her absence. 2. The Assistant Secretary prepares correspondence for and in the name of the HSPC. 3. The Assistant Secretary serves on the Executive Committee. 4. The Assistant Secretary serves as a member of one Standing Committee. TREASURER: 1. The Treasurer maintains HSPC financial records and files and reports to the HSPC on HSPC financial activities. 2. The Treasurer reports monthly on the status of the HSPC's bank accounts. 3. With the endorsement of either the Chairperson or Vice-Chairperson and the assistance of the designated Head Start staff person, the Treasurer writes HSPC checks after the HSPC has approved the expenditures. 4. The Treasurer and the Head Start staff aids the HSPC in writing plans for the disbursal of Grantee Parent Activity Funds. 5. The Treasurer serves on the Executive Committee. 6. The Treasurer serves as a member of one Standing Committee. PARLIAMENTARIAN 1. The Parliamentarian ensures that HSPC meetings are run in accordance with these by-laws, Simplified Robert's Rules of Order, Policy Council Procedures, the Brown Act, and the written procedures for implementing 130/70.2. 2. The Parliamentarian serves on the Executive Committee. 3. The Parliamentarian serves as a member of one Standing Committee. 10. TERMS OF OFFICERS Each officer serves a term of one year. 11. THE STANDING COMMITTEES AND WHAT-THEY DO THE EXECUTIVE COMMITTEE consist of the officers of the HSPC. This committee plans the agenda for the HSPC meetings and ensures the inclusion of parental and child concerns in the Administrative Component Plan. THE PERSONNEL COMMITTEE is involved with the selection process for hiring of staff and information about the termination of personnel. This committee also provides recommendations concerning personnel policies that reflect Head Start program requirements. THE FISCAL COMMITTEE Oversees fund raising, reviews the programatic budget, and ensures that the needs of parents and children are reflected in the budget. This committee also makes monthly written reports to the HSPC regarding budgetary concerns. THE PROGRAM DEVELOPMENT COMMITTEE reviews the needs of Head Start eligible families in target areas and develops programs to effectively meet these needs. This committee also oversees the Community Needs Assessment, the selection of priorities for the Program Goals and Objectives Plan, Annually reviews and revises the community complaint procedures and makes written recommendations regarding revisions to the HSPC, and makes written reports to the HSPC. THE EVALUATION COMMITTEE performs the self-evaluation of the Grantee Operated Program and Central Office Component Plan and provides written recommendations for improvement. This Committee also review all self-assessments and evaluations of the Delegate Agencies and provides recommendations to the HSPC regarding parent and child concerns for improvement. THE MAJOR COMPONENTS COMMITTEES are the Education/Training and Technical Assistance Committee, the Health Committee, the Parent Involvement Committee, the Social Services/Mental Health Committee, the Disabilities Committee, and the Nutrition Committee. These committees ensure that parent and child concerns are addressed in the Central Office Component Plans. 12. THE HSPC FOLLOWS THE BROWN ACT. All meetings of the HSPC and its committees shall be held in accordance with the Brown Act, 13. THE HSPC FOLLOWS SIMPLIFIED ROBERT'S RULES OF ORDER The Simplified Robert's Rules of Order shall govern the conduct of all meetings held by the HSPC and its committees. 14. HOW TO SUSPEND THE RULES The rules may be suspended by a two-thirds vote of those present at the regularly scheduled meeting. 15. WHAT IS A QUORUM? 50% of the GOP parent members of the HSPC or of a committee must be present to constitute a quorum for meetings. No business shall be conducted without a quorum. 16. HOW TO AMEND THESE BY-LAWS Any proposed changes to these by-laws shall be presented in writing at a regularly scheduled HSPC meeting. The proposed changes to these by-laws will be referred to the Executive Committee for review and recommendation to the HSPC. The proposed changes to these by-laws shall be presented in writing at the next regularly scheduled meeting of the HSPC. The proposed changes may be adopted at the next regularly scheduled meeting by a two-thirds vote of the members present.