Policy Council Committee Meeting April 15, 2014 Motion to: Open the meeting. Motion by: Marilyn P. Seconded: Meagan Z. Vote: AIF 1. Introductions & Roll Call Representatives: Marilyn Perkins, Mary Becky Mallett, Meagan Zeimetz, Rosie Reynolds and Frank Condon. A quorum was present. Staff: Kathy Colfer, Tracye Fortin and Jennifer Pare. Excused: Julie Smith Lauren Gankofskie and Kim Gurney. Absent: Heather Spry. 2. Open Forum Mary Becky Mallett, Chairperson of Policy Council and the Maine Parent Rep for the New England Head Start Association (NEHSA), shared with Council members that she unfortunately couldn’t make it to the NEHSA conference. Frank Condon shared with Council members that he is working with his HomeBased Coordinator and the Family Services Manager to start the Fathers Group back up for next year. More details will be shared as they become available. 3. Review/Approval of Meeting Minutes Motion to: Accept and approve meeting minutes of 3/20/2014. Motion by: Marilyn P. Seconded: Rosie R. Vote: AIF 4. Personnel The Director of Operations presented one personnel action and discussed with the Council. All non-voting members and staff were asked to exit the room and members were reminded that information shared during this session is confidential. Details are outlined in the Personnel meeting minutes. 5. Community Assessment The Director of Child and Family Services discussed the Community Assessment findings with Council members in detail. Because this is year 1 of a 5-year grant award, a full community needs assessment was completed. 6. Head Start Program Governance Self-Assessment and 5-Year Grant Awards The Director of Child and Family Services discussed the Program Governance Self Assessment requirements and findings with the Policy Council. The goal of the assessment is to determine how effective KVCAP’s shared governance structure is in supporting communication and the implementation of quality services to children and families. Also included in this memo are the new federal requirements for 5-year (previously 3-year) grant awards. 7. 2014-15 Draft Budget Page1 The Director of Child and Family Services discussed in depth details contained within the draft 2014-15 budget. Additional monies will be received this year due to sequestration ($151,092) and COLA ($37,271). However, health insurance benefits have risen $97,622 over the past year. Also State Head Start was cut by $61,010. Due to these factors, we are only able to restore 34 of the 42 enrollment opportunities cut due to sequestration. The second read of the budget, goals and objectives, program description and key changes will be discussed to the council at the May meeting. Motion to: Accept and approve the draft 2014-2015 budget. Motion by: Marilyn P. Seconded: Rosie R. Vote: AIF 8. Policies/Procedures • Recruitment Plan – Council reviewed plan in detail. No changes were recommended. Approved as presented. Motion to: Accept and approve the Recruitment Plan and recommend to the KVCAP Board of Directors. Motion by: Meagan Z. Seconded: Rosie R. Vote: AIF • Transportation Policy – Council reviewed plan in detail. Transportation stipends will now be approved for 8 consecutive weeks, rather than the previous 4-weeks. Approved as presented. Motion to: Accept and approve the Transportation Policy and recommend to the KVCAP Board of Directors. Motion by: Marilyn P. Seconded: Rosie R. Vote: AIF • Medication Administration, Handling and Storage – No changes recommended. Presented as part of the program’s annual review process. Motion to: Accept and approve the Medication Administration, Handling and Storage and recommend to the KVCAP Board of Directors. Motion by: Marilyn P. Seconded: Meagan Z. Vote: AIF • Impaired Parent Policy – No changes recommended. Presented as part of the program’s annual review process. Motion to: Accept and approve the Impaired Parent Policy and recommend to the KVCAP Board of Directors. Motion by: Marilyn P. Seconded: Meagan Z. Vote: AIF • Parent Activity Fund – No changes recommended. Presented as part of the program’s annual review process. Page2 Motion to: Accept and approve the Parent Activity Fund Policy and Procedure and recommend to the KVCAP Board of Directors. Motion by: Marilyn P. Seconded: Meagan Z. Vote: AIF 9. NextGen Accounts The John T. Gorman Foundation is working on a plan to be able to assist families with the $25 fee and application for a NextGen account. The Director of Child and Family Services asked Council members for feedback on ways that could help parents with the whole process. Some of the feedback was: • • 10. Provide a visual (InfoGraphic) that could show parents what the account could look like in the future by only putting $1 or $2 in each week, month, etc. Possibly have a representative from NextGen visit sites/centers to help parents fill out the application and answer any questions they might have. Reports The Director of Child and Family Services reviewed reports in detail and asked if members had any questions/concerns. • Budget Report through February. • In-Kind Reports through mid-March. • Monthly Attendance and Absenteeism Reports for February. • Enrollment Reports for February. • Agency Credit Card Expenditures through mid-March. • KVCAP Program Information Summary Report through mid-March • Family Services Report. • Child Outcomes Quarterly Report Motion to: Accept and approve reports as presented. Motion by: Marilyn P. Seconded: Meagan Z. Vote: AIF 11. Parent Activity Funds Requests of recently approved Parent Activity Funds were shared with the Council. Requests for Parent Activity Funds: • Mill Stream Preschool – Field trip to the Bounce Zone at the Alfond Youth Center; Healthy brunch - $204.00 • Hartland Preschool – Farmer Deb from The Highlands Farm will lead a discussion about farming and offer hands-on experiences to the children and their families - $100.00 12. Treasurer’s Report Beginning Balance Paid Out Ending Balance $ $ 300.00 76.56 223.44 Motion to: Accept Treasurer’s Report. Motion by: Marilyn P. Seconded: Meagan Z. Page3 Vote: AIF Motion to: Adjourn Motion by: Marilyn P. Seconded: Rosie R. Vote: AIF Page4
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