2. Parent Information Notebook (PIN) Put all written parent communication into the notebook. This is all written information you send out to all parents. Use the PIN checklist as your guide and make sure all items on the checklist are in the PIN each month. All postings and handouts given to parent must go in PIN notebook. Make sure the handouts given by Education, Health, Family Services, MH/DIS, and Nutrition all go into PIN notebook each month. Policy Council – Place a page in the Notebook regarding where you can find Policy Council handouts on the internet. http://www.spcaa.org/employees/index.php?category_id=4589 http://www.spcaa.org/employees/index.php?category_id=4589

3. PIN CHECKLIST

4. Parent Committee Send three flyers to parents regarding your event. Mark each notice with the date and as needed-- 1 st notice, 2 nd notice, 3 rd notice. Send three notices out before the meeting. The following information should be on your flyer. Date, Time, Location, If refreshments, or food is being served or if children will be singing or doing a presentation Child care availability and Information about the agenda, and training being provided.

5. Design your notices to be fun and inviting!

6. What is a parent committee meeting? You can use this as your first flyer.

7. Parent Meeting Teach chairperson to run the meeting and to make the agenda and minutes Make sure all parents in attendance sign in Make sure all parents get a copy of the agenda Assist chairperson as needed Make sure to provide the minutes from the previous meeting and allow parents time to read them and then call for approval of minutes.

8. Who decides when meeting will be held?

9. Make sure everyone signs in to the meeting on this form. Do NOT use in-kind sheets for parent meetings.

10. Agenda

11. Parent Meeting Agenda Feel free to add topics to agenda under the What’s Going On Section. Notice new place on agenda for planning and organization of activities under new business. Please complete the Agenda. The one on the internet is only a template. Add your site name, date, training, parent event days, and speakers’ names. Hand out field trip list

12. Meeting Minutes Use the meeting minutes form on the internet Have neat readable minutes Two (2) sets of minutes need to be completed (If your site has less than 40 children, one set of minutes will be accepted)

13. Why would you check this box? If you have no actions or motions regarding that area.

14. Parent Trainings Parent Committees are to provide information and training opportunities to the families of the Head Start/Early Head Start, other parents and other interested persons in the following areas: Child Growth and development /child outcomes Parenting skills Prevention and reporting child abuse and neglect Family literacy skills Health Education emergency first aid occupational and environmental hazards Safety practices Information on general topics regarding children’s health, how to enroll in Medicaid/CHIP, the importance of a medical/dental home, and the prevention of SIDS Give Handout for speakers

15. Parent Trainings Nutrition Education Selection and preparation of foods to meet family needs Management of food budgets Mental Health Services What is mental health, how to discuss your families’ and child’s mental health related issues with program staff. How to know if you have good mental health? How to get help when needed and how to insure good mental health in your children.

16. Parent Trainings Community advocacy How to make the community more responsive to families needs and interest, how to influence the community, and how to get services needed. Transition activities Provide trainings to parents to prepare them to exercise their rights and responsibilities concerning the education of their children.

17. Parent Trainings You now have video’s for each topic that can be shown at your parent meetings. Speakers can be scheduled for your meetings and they can also use the video as part of their training presentation or you can just use the video. Please use the videos !!!!!! SHOW Videos- on website and DVD’s or CD’s Handouts will also be on the website for each topic– they can be used as part of your newsletters or as stand alone handouts. Please insure each topic is presented to your parents this year. If one of your speakers has cancelled, please reschedule the training or use a video for the training. You can have more than one speaker at your next meeting and you can have separate training times during the month to make sure you are providing parent trainings to parents. Pass around spreadsheet for video format’s

18. Parent Engagement Activity We have activities on the internet for you to complete at your parent committee. Make sure your activity is fun and educational for parents. Provide handouts for parents and help parents learn how the activity will increase school readiness skills. Include reference to the early learning framework (ELF) and to the school readiness goals.

19. How many officers do you need?

20. Parent Committee After parent committee meeting Read minutes and get signatures Copy 1 st page of handouts so they scan easier. Place forms into the Parent Involvement Notebook— (PIN) Scan forms to Family and Community Partnerships (FCP) Team– ( Sent them to Lauri Garza lgarza@spcaa.org) Place the parent committee checklist with forms and scan within 5 days of having meeting. Please request help thru your supervisor if you can not scan.

21. Make sure all items are together, all forms are filled out completely with no blank's and make sure they are in order of the checklist with sign-in sheet last.

22. Elections and Robert’s Rules of Order Only need to have a chairperson Need a policy council representative Chairperson can be policy council representative. Need to elect a policy council representative and an alternate representative.

24. Agendas We provide them for you. You can add to it but you can’t take from it. Everything must be discussed.

25. Standard Order of Business According to Robert’s Rules An easy way to remember Robert’s Rules’ standard order of business is with the mnemonic 3R-SUN — which you can see in the following list. This list is a quick reference to make it easy for you to set up a basic agenda for your meeting quickly and without much fuss. Reading and Approval of the Minutes Reports of Officers, Boards, and Standing Committees Reports of Special (Select or Ad Hoc) Committees Special Orders Unfinished Business and General Orders New Business

26. Opening Meeting http://www.youtube.com/watch?v=pj8bGc_8AV0&fea ture=related http://www.youtube.com/watch?v=pj8bGc_8AV0&fea ture=related

27. Taking Minutes http://www.youtube.com/user/thedrvideo#p/u/17/_U v70J7DTYs http://www.youtube.com/user/thedrvideo#p/u/17/_U v70J7DTYs Approving Minutes http://www.youtube.com/watch?v=Q6QtumytOHg&li st=TLOt_duLsxpno

28. Make a motion http://www.youtube.com/watch?v=JICWOQCthHc http://www.youtube.com/watch?v=hm0hsTniLlE

29. Parent Committee By-Laws Found on website HS Admin Parent Committee By-laws (grantee or partner) www.spcaa.org/employees/index.php?category_id=4134&subcat egory_id=6331

31. Let’s Make Trail Mix… Needed: Large bowl, spoon, ingredients for Trail Mix (chex cereal, candy, pretzels, raisins, cup of water, ect… ), serving utensil (paper cup, napkins, etc.) ● Display the ingredients and talk about the importance of parliamentary procedure to the smooth operation of a meeting. ● Tell your audience that you are going to make trail mix and that they will learn how to correctly make a motion as part of this process. ● Explain that ingredients will be added to the bowl as motions are made. You must say “I move that we add….”. Ask for a second, discuss and vote. If the youth says, “I motion”...ask them to restate it correctly.) ● As soon as all the ingredients are added, the members can eat the Trail Mix as a snack. ● In most cases, there will be one ingredient that is voted down. The leader may want to include at least one questionable ingredient in the choices to be sure this happens.

32. WEBSITE http://www.spcaa.org/employees/index.php?category _id=4134&subcategory_id=8532 http://www.spcaa.org/employees/index.php?category _id=4134&subcategory_id=8532

33. How many meetings will I need to have this year?

34. Questions