South Plains Community Action Association
Head Start & Early Head Start Division
The Life of a
Policy Council Member
Sebrina Carroll, MS.
Associate Director of Program Development and Quality Assurance
South Plains Community Action Association
Head Start & Early Head Start Division
Who’s Who in HS and EHS Program Governance
• Head Start and Early Head Start Governance
is the function of three primary groups.
– Parent Committees
– Policy Council
– Board of Directors
South Plains Community Action Association
Head Start & Early Head Start Division
Parent Committees
• A group established at each site, which must
be comprised exclusively of the parents of
children currently enrolled at the site.
– Meetings occur monthly
– Site decisions are made by the group
– A member from each committee is elected to the Policy
Council.
South Plains Community Action Association
Head Start & Early Head Start Division
Policy Council
• A group established at the grantee level through
which parents can participate in policy making or
in other decisions about the Head Start program.
Policy Councils must be comprised of two types of
representatives: parents of currently enrolled
children and community representatives.
South Plains Community Action Association
Head Start & Early Head Start Division
Board of Directors
• The group with the legal and fiscal responsibility
for administering the Head Start and Early Head
program.
– Comprised of representatives from all counties served
– Make decisions regarding all SPCAA programs
South Plains Community Action Association
Head Start & Early Head Start Division
• As a PC Member, it is helpful understand
both the differences between these three
governing groups, and the nature of the
coordination of their work.
South Plains Community Action Association
Head Start & Early Head Start Division
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As a Policy council member you are responsible
for :
– Participating : active, independent, and,
informed
– Governance: ensuring compliance with
applicable laws and regulations.
– Approving policies and procedures, funding
applications, and budgets.
South Plains Community Action Association
Head Start & Early Head Start Division
Conflict of Interest
• As a PC member, there are specific activities
and/or relationships that one should not engage
in,
• In order to dismiss the potential of a conflict of
interest. Members of the PC should operate as an
entity independent of staff employed by the Head
Start program AND:
South Plains Community Action Association
Head Start & Early Head Start Division
Conflict of Interest
• Not have a financial conflict of interest with the Head Start
program/agency
• Not receive compensation for serving on the PC or for
providing services to the Head Start program/agency.
• Not be employed, nor members of your immediate family
be employed, by the Head Start program/agency.
South Plains Community Action Association
Head Start & Early Head Start Division
Training
• As a PC member, you must receive appropriate training
and technical assistance to ensure you understand the
information you receive and can oversee and participate in
program administration effectively.
• After an initial orientation as to your roles and
responsibilities as a PC member, we will provide ongoing
training opportunities for you at each PC meeting.
South Plains Community Action Association
Head Start & Early Head Start Division
Program Areas
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Education
Health Services
ERSEA (Eligibility, Recruitment, Selection, Enrollment, Attendance)
Family and Community Partnerships
Mental Health and Disabilities
Transportation and Maintenance
Program Design and Management
Human Resources
Fiscal
South Plains Community Action Association
Head Start & Early Head Start Division
Service Plans and Procedures
• Plans and procedures are reviewed and revised
each year by the management team and the PC.
• Service Plans and procedures for each area can be
found on the SPCAA website under the employee
only tab.
• The website address is :
– www.spcaa.org
South Plains Community Action Association
Head Start & Early Head Start Division
Policy Council Meetings
• The Policy Council holds monthly meetings to
discuss Head Start/Early Head Start program
business, make policy and administrative decisions,
ensure high-quality services are being provided,
and guarantee appropriate internal controls are
being implemented to safeguard Federal funds.
Policy Council Meetings follow Robert’s Rules of
Order.
South Plains Community Action Association
Head Start & Early Head Start Division
How are you involved in Policy Council Meetings
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Attend the meetings
Make motions
Speaking, debating, discussing
Nominating
Voting
Holding office
Starting the meeting on time
Maintaining an agenda and receiving materials ahead of
time
South Plains Community Action Association
Head Start & Early Head Start Division
PC Packets
• PC packets are mailed to each member the Saturday before the
scheduled meeting.
• Each Packet contains
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PC Information Sheet
PC Agenda
Executive Director’s and Division Director’s Report
Service Area Reports/Finance Reports/ Personnel Reports
Updated Procedures/Service Plans
Correspondence with the Regional Office or the Office of Head Start
Other Important Information
South Plains Community Action Association
Head Start & Early Head Start Division
Program Planning and Direction
• Throughout the year, you should not only be aware
of but involved in the following:
• Annual Strategic Planning
• Community Assessment
• Local Self Assessment
South Plains Community Action Association
Head Start & Early Head Start Division
Annual Strategic Planning
• Strategic Planning involves an annual meeting with
staff and PC members, with the purpose of
developing and/or revisiting long and short-term
planning goals.
• The Strategic plan is developed during October and
November .
South Plains Community Action Association
Head Start & Early Head Start Division
Community Assessment
• The Community Assessment is a comprehensive
report developed every 3 years and updated
annually to assess community demographics and
needs, in order to better identify services and areas
in which to serve.
• The Community Assessment is conducted /updated
in September/October annually.
South Plains Community Action Association
Head Start & Early Head Start Division
Local Self Assessment
• Local Self Assessment: An annual process of
analyzing program strengths and areas of
improvement from education to fiscal to safe
environments.
• The Local Self Assessment occurs in January.
South Plains Community Action Association
Head Start & Early Head Start Division
Activity and Decision Requirements
• As a PC member, there are many activities in which
you may participate. In order to support program
administration and implementation, you must
approve and submit to the Board decisions about
the following activities:
South Plains Community Action Association
Head Start & Early Head Start Division
Activity and Decision Requirements
• Program recruitment, selection, and enrollment priorities;
• By-laws for Policy Council operations;
• Applications for funding and amendments to applications for
funding for programs before application submission;
• Budget planning for program expenditures, including policies
for reimbursement and participation in Policy Council
activities;
South Plains Community Action Association
Head Start & Early Head Start Division
Activity and Decision Requirements
• Program personnel policies and decisions regarding
employment of all program staff, including standards of
conduct for program staff.
• Developing procedures for electing Policy Council members;
and
South Plains Community Action Association
Head Start & Early Head Start Division
Policy Council Job Description
South Plains Community Action Association
Head Start & Early Head Start Division
Policy Council Agreement
South Plains Community Action Association
Head Start & Early Head Start Division
Tell me and I forget;
show me and I
remember;
involve me and I
understand.
- Anonymous