Rebecca Ramirez, J.D., M.H.A. Associate Director for Operations SPCAA Head Start and Early Head Start October 2, 2010

Article 1: Name and Nature of the Organization  45 CFR and Head Start Act of 2007  Work with the agency Board of Directors, agency, and program management, and other personnel  Consistent with a shared governance structure  Work with Parent Committees  Work with governance structures of partner agencies

Article II: Purpose  Section 1: Link  Section 2: Communicate with parents  Section 3: Share suggestions and ideas  Section 4: Plan, coordinate, & organize  Section 5: Recruit volunteer services  Section 6: Mobilize community resources  Section 7: Establish and maintain procedures – community complaints

Article III: Responsibilities  Take action and submit to SPCAA Board of Directors Policies regarding program operations Applications and amendments for funding Budget planning Program personnel policies and decisions regarding the employment of program staff Recommendations on the selection of partner agencies Assessment of program operations

Article IV: Meetings  Section 1: Monthly  Section 2: Special  Section 3: PC Executive Committee  Section 4:  Section 5: Quorum  Section 6: Lubbock or Hockley counties  Section 7: Report to/from home centers

Article V: Membership  Section 1: Current parents and community representatives  Section 1.1: At least 1 parent rep from each site and 8 community reps  Section 1.2: 51% of parents of currently enrolled children

Article V: Membership continued…  Parents of currently enrolled children elect parent rep to serve on Policy Council  Election or reelection annually  Limit of combined total of three terms  Robert’s Rules of Order  Representative and alternate

Article V: Membership cont…  Section 3: Community Representatives Former Head Start or Early Head Start parents Public and private agencies Community, civic, or professional organizations  No family members of SPCAA staff members  Potential areas of conflict

Article V: Membership  Section 4: A PC member = voting member of SPCAA Board of Directors A SPCAA Board of Director = voting member of Policy Council Volunteer for SPCAA Board Committee

Article V: Membership cont…  Section 5: Termination Resignation Excessive absences (3) For cause Child withdraws from the program

Termination due to Resignation  Write, sign, and date letter of resignation  Notify Family Support Worker  If an officer, election to fill the vacancy shall occur at the next regularly scheduled Policy Council meeting

Terminations for Cause  Excessive absences  Replacements  For cause: Inappropriate behavior Gross misconduct Acting without prior authorization Blatant disrespect of Head Start philosophies, goals, or objectives Neglect of duty Outstanding debt – Fiscal Policies and Procedures Beach in PC’s “Code of Conduct”

Temporary Suspension  Violation of Policy Council’s “Code of Conduct” which causes a disturbance Such as gross misconduct  During the current proceedings of a PC meeting, Committee Meeting, or other authorized activity  Must be present at Executive Session (confidential)  One or more sessions and up to including the entire meeting

Article V: Membership  Section 6: One vote  Section 7: NONE  Section 8: Vacancy Parent – majority vote at Parent Committee meeting Community Rep – SPCAA Board of Directors and PC majority vote

Article V: Membership continued….  Section 9: Potential conflict of interest Staff of the grantee or partner agencies Individuals who are related to program or agency employees Persons who receive payment for services provided to the agency or program  Section 10: One year term; elected annually; limited to 3 terms

Article V: Membership  Section 11: Code of Conduct: ○ Represent interests ○ No personal advantage ○ Confidential information ○ Best decision for the program ○ Trust violation ○ Efforts on mission of the organization ○ Authority  Section 11: Orientation and monthly trainings

Article VI: Officers and their duties  Section 1: Chairperson Vice Chairperson Secretary/Treasurer Assistant Secretary/Treasurer Parliamentarian

Article VI: Officers and their duties  Section 2: Chairperson – preside over all PC meetings; appoint all committees and supervise their activities; tie break vote Vice Chairperson – in absence of Chairperson, perform duties of Chairperson Secretary – accurate record of attendance and minutes of PC; work with program staff to ensure all notices and correspondences are distributed to PC members

Article VI: Officers and their duties continued  Assistant Secretary – assist Secretary with duties  Parliamentarian – by-laws; Robert’s Rules of Order; monitor standing committees

Article VII: Standing and Other Committees  Section 1 Executive Committee Other Standing Committees: ○ Legislative/By-Laws Committee ○ Finance Committee ○ Personnel Committee ○ Monitoring/Quality Assurance Committee ○ Parent/Center Activity  Section 2: Other committees as necessary

Article VIII: Reimbursements  Section 1: Childcare  Section 2: Mileage  Section 3: 10 calendar days  Section 4: Meals and meal cards

Article IX: Amendments  Quorum  2/3’s vote  2 reviews

Article X: Rules for Operations and Action  Robert’s Rules of Order  Federal  State  Local agency requirements

ANY QUESTIONS?