Policy Council

Program Packet FOR THE MONTH OF January 2019

TABLE OF CONTENTS

1. AGENDA

2. MINUTES

3. FISCAL REPORT

4. DIRECTOR’S REPORT

5. PERSONNEL REPORT

6. ATTENDANCE/MONTHLY PROGRESS REPORT

7. PROGRAM ACTIVITIES

8. OHS/REGION 9 COMMUNICATION

Group/Meeting Name: Policy Council Meeting Date: January 22, 2019 From: 9:30 a.m. To: 11:30 a.m. Location: Admin Office, 375 Lake Blvd., Suite 100, Shasta Room, Redding, CA 96003 Meeting Facilitator: Jessica Steele, Policy Council Chair Purpose: Regular Meeting of the Policy Council Action Items:

• Minutes • Personnel Report

• Selection Priorities and Recruitment Plan • Adjourn

AGENDA What How Who Result

1. Call to Order and Brief Announcements

Present Jessica Steele

INFORMATION

2. Minutes December 2018

Review, Correct, & Accept

Jessica Steele

ACTION

REPORTS 3. Fiscal Report Present Tracey Vierra INFORMATION 4. Director’s Report Present Carla Clark INFORMATION

5. Attendance Report Present Carla Clark INFORMATION 6. Personnel Report Present & Accept Carla Clark ACTION

TRAINING 7. Disabilities Overview Present Robin Hanke INFORMATION 8. HR Trends and Overview Present Brandon Hiester INFORMATION

UNFINISHED BUSINESS 9.

Selection Priorities and Recruitment Plan

Present Carla Clark ACTION

10. By Laws Update Present Carla Clark INFORMATION NEW BUSINESS

11. Program Philosophy and Goals Present Carla Clark INFORMATION 12. Program Planning Present Carla Clark INFORMATION 13. Fill Out In-Kind Forms 14. Adjournment Present & Accept Jessica Steele ACTION

Next Policy Council Meeting: February 19, 2019 at 9:30am-11:30am at the Admin Office

Agenda

1

2

Shas

ta H

ead

Star

t Po

licy

Coun

cil M

eetin

g M

inut

es

Adm

inis

trat

ion

Off

ice

Dece

mbe

r 18,

201

8 Ti

me

Conv

ened

: 9:

32 a

m

Mee

ting

Adjo

urne

d:

12:

00 p

m

Atte

ndee

s:

Polic

y Co

unci

l Mem

bers

: Kr

ysta

Cas

e

R

obin

Sur

ber

M

ary

Jo B

oyle

Al

vin

Park

er

J

essic

a St

eele

S

usan

Ben

net

Mak

ayla

Bot

tom

ly

Kat C

orde

ll

M

ary

Harr

is Sa

lmon

M

iche

lle H

olvi

k

Ja

mes

Lin

g

Sh

asta

Hea

d St

art S

taff:

Ca

rla C

lark

G

loria

na R

hode

s Ke

vyn

Ode

nbac

h

Dia

ne H

acke

r

Trac

y Vi

erra

Actio

n Ite

ms:

• M

inut

es

• Pe

rson

nel R

epor

t •

Elec

tion

of

Off

icer

s

• Co

de o

f Co

nduc

t/Co

nflic

t of

Inte

rest

•

Adj

ourn

All

acti

ons

take

n by

the

Pol

icy

Coun

cil a

re s

ubm

itte

d to

the

Boa

rd o

f D

irec

tors

for

ove

rsig

ht.

Ag

enda

Item

/Top

ic

Disc

ussi

on/S

umm

ary

Follo

w-U

p/Ac

tion

1.

Intr

oduc

tion

s &

Bri

ef

Ann

ounc

emen

ts

The

mee

ting

was

cal

led

to o

rder

at

9:32

am

by

Krys

ta C

ase.

2.

Min

utes

N

ovem

ber

2018

Ro

bin

men

tion

ed t

he m

onth

on

the

min

utes

sai

d O

ctob

er,

not

Nov

embe

r.

A m

otio

n w

as m

ade

by J

ames

Lin

g of

Oak

view

and

sec

onde

d by

Mic

helle

Hol

vik

of

Oak

view

to

appr

ove

the

Join

t m

eeti

ng m

inut

es f

or N

ovem

ber

2018

. M

inut

es

appr

oved

as

amen

ded.

Repo

rts

3.

Fisc

al R

epor

t Tr

acey

Vie

rra

gave

the

Fis

cal R

epor

t. H

ead

Star

t ex

pend

itur

es w

ere

$544

,141

and

ye

ar t

o da

te e

xpen

ses

are

24.6

6%.

Adm

in e

xpen

ses

wer

e 8.

72%

and

in k

ind

is

25.0

5%.

Earl

y H

ead

Star

t ex

pend

itur

es w

ere

$449

,041

, an

d ye

ar t

o da

te e

xpen

ses

are

24.5

9%.

Adm

in e

xpen

ses

wer

e 8.

07%

and

in k

ind

is 2

8.83

%. F

CC e

xpen

ditu

res

wer

e $3

9,82

9, a

nd y

ear

to d

ate

expe

nses

are

27.

22%.

Adm

in e

xpen

ses

wer

e 6.

25%

and

in k

ind

is 4

.96%

.

4.

Dir

ecto

r’s

Repo

rt

Carl

a Cl

ark

pres

ente

d th

e Di

rect

or’s

Rep

ort

that

incl

uded

sea

son

of g

ivin

g, p

olic

y co

unci

l off

icer

s, s

chol

arsh

ips,

sel

f-as

sess

men

t m

eeti

ng,

plan

ning

mee

ting

, an

d CO

LA.

5.

Prog

ress

/Att

enda

nce

Repo

rt

Ca

rla

Clar

k di

scus

sed

the

Nov

embe

r At

tend

ance

Rep

orts

. Sh

asta

Hea

d St

art

has

an

atte

ndan

ce g

oal o

f 90

%.

3

6.

Pers

onne

l Rep

ort

Carl

a Cl

ark

pres

ente

d th

e Pe

rson

nel R

epor

t. A

mot

ion

was

mad

e by

Rob

in S

urbe

r of

Cot

tonw

ood

and

seco

nded

by

Alvi

n Pa

rker

of

Cott

onw

ood

to a

ppro

ve t

he

Nov

embe

r Pe

rson

nel R

epor

t. M

otio

n pa

ssed

.

Unf

inis

hed

Busi

ness

7.

Code

of

Cond

uct

and

Conf

lict

of In

tere

st

Carl

a Cl

ark

disc

usse

d th

e Co

de o

f Co

nduc

t an

d Co

nflic

t of

Inte

rest

. A

mot

ion

was

m

ade

by J

ames

Lin

g of

Oak

view

and

sec

onde

d by

Mic

helle

Hol

vik

of O

akvi

ew t

o ap

prov

e th

e Co

de o

f Co

nduc

t an

d Co

nflic

t of

Inte

rest

. M

otio

n ca

rrie

d.

New

Bus

ines

s 8.

H

ealt

h/Sa

fe E

nvir

onm

ents

Tr

aini

ng

Kevy

n O

denb

ach

revi

ewed

Hea

lth

and

Safe

Env

iron

men

ts C

heck

list.

Sha

red

abou

t hi

s pl

aygr

ound

equ

ipm

ent

cert

ific

atio

n of

nat

iona

l pla

ygro

und

regu

lati

ons.

9.

Ana

phyl

axis

Pol

icy

Ke

vyn

Ode

nbac

h pr

esen

ted

the

upda

ted

Anap

hyla

xis

polic

y, s

how

ing

how

we

keep

ch

ildre

n w

ith

anap

hyla

xis

safe

. H

e al

so a

nnou

nced

tha

t ce

nter

s w

ould

no

long

er

be s

ervi

ng p

eanu

ts o

r pe

anut

but

ter.

EC

E Tr

aini

ng P

rogr

am

Ambe

r ga

ve in

form

atio

n ab

out

the

ECE

and

how

par

ents

can

lear

n m

ore.

Hum

an

Reso

urce

s re

crui

ts b

efor

e ea

ch s

emes

ter.

10.

Earn

ed In

com

e Ta

x Cr

edit

(E

ITC)

Tra

inin

g Ca

rla

Clar

k an

d Di

ane

Hac

ker

brie

fly

disc

usse

d ea

rned

inco

me

tax

cred

it a

nd

reso

urce

s.

11.

Sele

ctio

n Pr

iori

ties

and

Re

crui

tmen

t Pl

an

Dian

e H

acke

r di

scus

sed

the

draf

t of

the

Rec

ruit

men

t Pl

an.

The

Sele

ctio

n Pr

iori

ties

w

ill b

e gi

ving

to

PC a

nd B

OD

shor

tly.

12.

Self

-Ass

essm

ent

Carl

a Cl

ark

pres

ente

d th

e fl

yer

for

Self

Ass

essm

ent

and

invi

ted

all t

o at

tend

.

13

. El

ecti

on o

f O

ffic

ers

Carl

a Cl

ark

pres

ente

d th

e ne

w O

ffic

ers:

Cha

ir J

essi

ca S

teel

e, V

ice

Chai

r Da

wn

Rhod

es,

and

Secr

etar

y M

iche

lle H

olvi

k. A

mot

ion

was

mad

e by

Rob

in S

urbe

r of

Co

tton

woo

d an

d se

cond

ed b

y Ja

mes

Lin

g of

Oak

view

to

appr

ove

the

new

off

icer

s.

Mot

ion

carr

ied.

14.

Role

s an

d Re

spon

sibi

litie

s in

G

over

nanc

e Tr

aini

ng

Item

tab

led.

15.

Out

goin

g O

ffic

er R

ecog

niti

on

Carl

a Cl

ark

reco

gniz

ed t

he o

utgo

ing

offi

cers

and

tha

nked

the

m f

or t

heir

ser

vice

.

16

. It

ems

to t

ake

back

to

Pare

nt

Mee

ting

s It

ems

incl

uded

: en

cour

age

In-K

ind

and

atte

ndan

ce,

dent

al c

linic

s co

min

g up

, ne

w

reim

burs

emen

t ra

tes,

and

cha

nged

tim

e of

PC

mee

ting

s.

17.

Fill

Out

In-K

ind

Form

s Po

licy

Coun

cil m

embe

rs f

illed

out

In-K

ind

Form

s.

18

. A

djou

rn

A

mot

ion

was

mad

e by

Alv

in P

arke

r of

Cot

tonw

ood

and

seco

nded

by

Mak

ayla

Bo

ttom

ly o

f Sy

cam

ore

to a

djou

rn t

he m

eeti

ng a

t 12

pm

.

Nex

t Pol

icy

Coun

cil M

eetin

g: J

anua

ry 2

2nd,

2019

at

the

Adm

in O

ffic

e fr

om 9

:30a

m t

o 11

:30a

m

Ap

prov

ed a

s to

for

m a

nd c

onte

nt:

Ac

know

ledg

ed:

Jess

ica

Stee

le,

Polic

y Co

unci

l Cha

ir

Jo

hn P

appa

s, B

oard

of

Dire

ctor

’s C

hair

4

SHASTA HEAD START EXECUTIVE DIRECTOR’S REPORT

JANUARY 2019

1. Self-Assessment: We had a very successful Self-Assessment (SA) on January 11th. Our team consisted of several staff, parents, Policy Council and Board of Directors’ members. This year we looked at data sets in school readiness, health and safety and family services. Each group examined their own data set, discussed the implications and made recommendations that will be carried forward in our Planning session on January 25th. Next month, I will present the summarized report to PC and BOD, and it will be posted on our internet site. The conclusions and recommendations will be carried forward into the Planning process and will be used to help keep track of our progress through the five year funding cycle. As part of our funding update in June, we will submit the results of our SA to our Regional Office. The process was fun and stimulating and made us all think in a fresh way about how we can improve our program.

2. Planning: During the month of January, we are beginning our planning process, which will continue all spring until we submit our updated funding application. Thoughtful planning is critical to our success as we take on the challenges of providing high quality Head Start services in our communities. We will have a special planning session on January 25th, from 10:00 – 2:00; for all staff, parents, BOD and PC members at the administrative office in the Shasta Room. Please come if you have input or you are just interested in how we check in on our goals and objectives that we set last year. Lunch will be served; please contact Glori at 245-2850 by Wednesday, January 23rd to reserve your spot.

Planning process and timeline Management planning January 23, 2019 All staff/parent/PC/BOD planning January 25, 2019 Management planning, ongoing Budget training, PC and BOD, February 2019 Funding application approval PC/BOD May 21 & 23, 2019 Federal funding application submission June 1, 2019

3. New PC Officers: Our new PC officers have been elected and installed. Our

new PC chair is Jessica Steele, from the Shasta College EHS Center, Vice Chair is Dawn Rhodes from the Juniper EHS Center, and Secretary is Michelle Holvik from the Oak View HS Center. We appreciate the willingness of all these parents to take the big step to become officers, and we look forward to a great year together.

4. Quality Counts update: SHS has been a participant in the regionally based Quality Counts Northstate initiative since it began. This is a group of programs in

5

six counties who have come together to devise a system to raise the quality of child development programs in northern CA area by increasing academic teacher preparation, mentoring, and enhancing classroom environments. This spring, all participating classrooms will receive a rating based on the matrix that has been established by the collective. Siskiyou County is conducting its own Quality Counts initiative, of which we are also participants. Last spring all SHS centers in Siskiyou were rated and scored at level 5, which is the highest score. This is a nationwide movement, and each state has activities in this area. In California, funding is provided by the California Department of Education and California First 5.

The link below will give you more information for those who are interested. https://www.qualitycountsnorthstate.com/news-and-research

5. Public Policy: California’s new governor, Gavin Newsom, has pledged to invest up to 1.7 billion dollars for early education in the California. I have attached an article from the Washington Post detailing his plans. The next few years promise to be very bright in the early childhood world with many opportunities on both the state and federal level.

6

7

8

9

10

Date: Friday, January 25 , 2019 Place: Administration Office 375 Lake Blvd., Suite 100 Redding, CA 96003

Time: 12:30—3:00, Lunch will be provided. Who: Staff, Parents, Board of Directors, Policy Council, and Community.

Please RSVP to Glori at 530-245-2850.

Improve our Program!

Make Recommendations

Evaluate our Progress

Review Program Data Program Planning is a

wonderful opportunity for

us to look at program data,

determine our agency’s

progress toward meeting

our goals and objectives,

and to plan for next

program year.

11

12

ENR

OLL

MEN

T &

A

TTEN

DA

NC

E

ON

GO

ING

MO

NIT

OR

ING

Tota

l Fun

ded

Enro

llmen

tPr

esch

ool E

duca

tion

HS

350

86.2

1%30

875

.86%

406

EHS

290

95.3

9%23

577

.30%

304

FCC

2596

.15%

2710

3.85

%26

Infa

nt T

oddl

er E

duca

tion

Cur

rent

Enr

ollm

ent

HS

350

86.2

1%39

0EHS

292

96.0

5%30

4Sa

fe E

nviro

nmen

ts:

FCC

2596

.15%

26W

ait L

ist E

ligib

leHS

361

88.9

2%67

Tran

spor

tatio

n:

EHS

294

96.7

1%10

2FCC

2610

0.00

%32

Food

Ser

vice

: A

ttend

ance

HS

356

87.6

8%

87%

EHS

293

96.3

8%

86%

FCC

2596

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90%

HS

361

88.9

2%EHS

294

96.7

1%FCC

2596

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HS

282

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6%EHS

291

95.7

2%FCC

2596

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s re

port

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data

in th

e C

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me

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rt w

as c

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eeds

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tal H

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r 20

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tten

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0.7

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tten

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ratio

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ta H

ead

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t Chi

ld D

evel

opm

ent,

Inc.

Pers

onne

l Rep

ort

Dec

embe

r-18

New

Hire

sQ

ualif

icat

ions

15 u

nits

of E

CE, f

ive

year

s rel

ated

exp

erie

nce

Mor

e th

an 1

2 un

its o

f ECE

, mor

e th

an te

n ye

ars r

elat

ed e

xper

ienc

e18

uni

ts, t

en m

onth

s rel

ated

exp

erie

nce

Mor

e th

an o

ne y

ear r

elat

ed e

xper

ienc

e 33

uni

ts o

f ECE

, one

yea

r rel

ated

exp

erie

nce

37 u

nits

, one

yea

r rel

ated

exp

erie

nce

High

Sch

ool D

iplo

ma,

som

e re

late

d ex

perie

nce

3 un

its o

f ECE

(cur

rent

ly e

nrol

led

in 9

), so

me

rela

ted

expe

rienc

e

1/8/

2019

Pers

onne

l Rep

ort2

0181

231.

xlsx

17

18

Pag

e 1

of

11

/15

/20

19

4:4

6 P

Mh

anro

bSh

asta

He

ad S

tart

Ch

ild D

eve

lop

me

nt

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2019 Human Resources Overview

HR Landscape Overall this has been a great year from a Human Resources perspective. We have fantastic HR staff who are dedicated to providing our employees exemplary service, so they can, in turn, provide for our children and families.

While recruiting, retention, and understaffing have been challenges, we have plans in place to remedy these issues.

Early Childhood Education Trainees • Temporary position – 12-month duration

o At the end of 12-month period employee will be promoted or terminated • Candidates with zero ECE education/experience

o Required to complete 12 core ECE units by 12-month period o SHS pays for tuition

• SHS partnering with Shasta College and Growing Teachers program • Extensive training plan provided by SHS • Job rotation

o Spends time being mentored in both EHS and SHS classrooms.

Summary: We have hired 20 ECE Trainees over the last four semesters. Four employees are currently in trainee the program. Eleven have been promoted to regular classroom position.

Standard operating Procedures • SOPs

o Standard Operating Procedures – led by Dashe and Thomson o 300 SOPs identified. First 150 have been written o Increased engagement and retention by improving training of new and existing employees o Increase in consistency for all employees on core business processes o Ownership and governance process to ensure proper modification, delivery, and training of

new and modified SOPs • SOP Portal

o We have created a website to house all current standard operating procedures o Accessible to all SHS staff o “Evergreen” source of truth

Learning Paths • New hire training

o Specific training material for each position o Utilizes the SOPs that are unique to each individual job o Empowers new employees and supervisors to manage the training of new staff

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The Manager Formula

o Leadership coaching program Management training Individualized coaching SHS has developed leadership training based off this model

• Supervision manual • Leadership training

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Performance Standard 1302 Subpart A, 1302.12, 1302.14, 1302.15 & 1305 Definitions: ERSEA Last Revision/Adopted Date: 11/27/18 Policy Council _______; Board of Directors ________ Shasta Head Start Child Development, Inc. will adopt one agency wide waitlist to establish eligibility of children and families wishing to receive Head Start and Early Head Start services. Intentionally attempting to provide or providing false information, may result in termination of participation in this agency's program, and may be subject to legal action. Eligibility will be established by the following criteria:

1) Homelessness (as established by the McKinney Vento Act) 2) Foster child 3) Income 4) TANF/CalWorks 5) Supplemental Security Income

Once eligibility has been established for the child and family selection of the child into the program will be based on the following criteria.

1) Childs age (based on 12/1 state pre-school cutoff date effective 7/1/2019). 2) Program services available meeting the needs of the family in their geographical

area. 3) Children with identified disabilities. 4) Classroom environment considerations.

If more families are eligible for the program than the amount of available enrollment slots the application date along with above criteria will be used to determine which family will be offered services. Income 100 > 130%: 1302.12(d): Up to 35% of funded enrollment may be enrolled with income between 100 > 130% if all eligible families are being served or have been offered services. Over Income 130% +: 1302.12(c): No more than 10% of funded enrollment may be at or above 130% of the poverty guideline. Reserved slots 1302.15(c): Agency may choose to reserve up to 3% of funded enrollment slots for families considered McKinney Vento or Foster Care when a vacancy occurs. Slot(s) must be filled within 30 days of vacancy. Reserved slot(s) still unfilled after 30 days will be considered vacant and must be filled within the next 30 days per 1302.15(a). Small Community exception Sec. 645 (a)(2): McArthur continues to meet the requirements for a small community exception per the 2007 Head Start Act. No more than 50% of enrollment may be over income. It will be clearly documented in the eligibility notes why a family with a later application date is enrolled over at family with an earlier application date. All returning eligible families and children will be given priority to remain in the Head Start program before a new family is selected on the waitlist PS1302.15(b). See page 2 for Points table. Rev. 11/27/18

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Points table:

ELIGIBILITY/INCOME POINTS- 1 only

Meets Income Guidelines 50

Public Assistance (Supplemental Security Income or CalWORKS/TANF) 50

Foster Child 300

Homeless 300

Between 100-130% 10

Over Income: >=130% 0

DISABLED CHILD POINTS

IEP/IFSP 10

Diagnosed Medical Condition 5

Both 15

ADDITIONAL POINTS: ENROLLED ONLY Transitioning - Current year *Must meet collab reqs where applicable Or another Head Start program 500

Returning - Next school year continuous services 1000

See Selection & Enrollment Procedures: Intranet ERSEA Manual Rev. 11/27/18

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25

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28

SHASTA HEAD START CHILD DEVELOPMENT, INC.

POLICY COUNCIL BY-LAWS Revised: April 25, 2017 Article I. Name

The name of this body shall be Shasta Head Start Child Development, Inc. (SHS) Policy Council (PC). Article II. Purpose The Purpose of this body is to: Be responsible for establishing the overall direction for the SHS program, including program design and operation, and long and short-term planning goals and objectives, considering the annual community-wide strategic planning and needs assessment and the Self-Assessment. Article III. Responsibilities The PC shall approve and submit to the governing body decisions about each of the following activities:

a. Activities to support the active involvement of parents in supporting program operations, including policies to ensure that the SHS agency is responsive to community and parent needs.

b. Criteria for defining recruitment, selection, and enrollment priorities. c. Application for funding and amendments to funding applications for SHS. d. Budget planning for program expenditures, including polices for reimbursements

and participation in PC activities. e. Development of procedures for how members of the PC of SHS will be elected. f. By-laws for the operation of the PC. g. Program personnel policies and decisions regarding the employment of program

staff, including standards of conduct for program staff, contractors and volunteers and criteria for the employment and dismissal of program staff.

h. Developing procedures for the election of Policy Council members.

Policy Council will perform the following functions directly:

a. Serve as a link to the Parent Committees, governing bodies, and the communities they serve.

b. Assist Parent Committees in communicating with parents enrolled in the HS/EHS program to ensure they understand their rights, responsibilities, and opportunities in the HS program and to encourage their participation in the program.

c. Assist Parent Committees in planning, coordinating, and organizing parent activities for parents with the assistance of staff, and ensuring that funds set aside from program budgets are used to support parent activities.

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d. Assist in recruiting volunteer services from the communities in which they live. e. Approve and/or disapprove various actions for submission to the Board of

Directors. f. Jointly with the Board of Directors, establish and maintain procedures to resolve

internal disputes, including impasse procedures. (Attachment A) The procedures for approval and timelines of all SHS governance business are detailed in the Shasta Head Start Governance Matrix (Attachment B) and the yearly Governance calendar given to all PC and BOD members annually. Article IV. Membership: Composition and Formation The Policy Council shall be democratically elected by and shall be proportionately composed of parents of children who are currently enrolled in the SHS program and members at large of the community served by the SHS agency. This may include parents of children formerly enrolled in the SHS program. Representatives:

a. Center-based: Each center-based site will have one representative and one alternate. b. Home-based: There will be one representative and alternate for each geographic area. c. Criteria for membership includes:

Active parent participation in the SHS program; Willingness to contribute time and effort to the program and serve as mentors

and role models to other parents. Willingness to make presentations of one’s qualifications and interests in serving

on the Policy Council. Alternates:

a. Each representative shall have one alternate. The alternate will attend and vote on PC matters in the absence of the representative.

b. Representatives will inform SHS if they cannot attend a Policy Council meeting, and SHS will contact the alternate to ensure representation.

c. Alternates may be appointed to committees. d. Alternates are encouraged to attend meetings of the Policy Council. e. Alternate status constitutes membership and is limited to the five (5) year, five (5) term

requirement. f. Alternates may not be elected to office.

Community Representatives: The current members of the PC must approve the recommendations and may vote to seat no more than 33% community representatives. The community representatives shall come from among local agencies, schools, service organizations or other concerned citizens of the area, and may include past parents.

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Article V. Meetings Annual and Regular Meetings Policy Council meetings will be held monthly October-September (excluding July.) Special Meetings Special meetings and Executive Committee meetings will be scheduled as needed. A special meeting may be called by the PC Chair or the Executive Director. Members of the PC must be notified of special meetings not less than seventy-two (72) hours prior to the special meeting. No other business or discussion may be transacted or entertained at special meetings of the PC, excepting that business and/or discussion for which the special meeting was called. Quorum For the purpose of transacting the business of the PC at any annual, regular or special meeting, a quorum of the PC shall be necessary. A quorum shall be a majority of the PC members present. Meeting Reimbursement Each eligible PC member may receive assistance for child care and transportation costs associated with attendance at PC meetings as established by the agency. Conduct of the Meetings Robert’s Rules of Order will guide the conduct of the PC meetings. Joint Meetings Joint meetings between the PC and the SHS Board of Director’s will be held at least twice annually. Article VI. Notice of Meetings Notice All meetings shall be announced in writing, for regular or special meetings. The notices shall state the time, date, location of the meeting and the agenda. There shall be at least five (5) days notice given for all meetings. Notifications of emergency special meetings may be given by telephone or email. Meetings may be canceled by telephone due to unforeseen circumstances. Notices shall be posted on parents’ bulletin board at each site in the primary language of the parents to the greatest extent possible. Article VII. Officers Officers The Officers of the Policy Council shall be Chairperson, Vice Chairperson and Secretary.

Election of Officers: The officers of the Policy Council shall be nominated by Policy Council members and elected by a written ballot at each center by enrolled parents. Members nominated for office must be current parents in the program and must be present at the nomination meeting. Elected officers will serve a one (1) year term from January to December. Current officers may run for one (1) second consecutive term only.

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Vacancy: A vacancy in any office, because of death, resignation, removal, disqualification or otherwise may be filled by popular vote of the Policy Council for the unexpired portion of the term.

Chairperson The Chairperson will convene all meetings and preside over them, maintaining order at all times. She/he shall serve as Chairperson of the Executive Committee, and can be an ex-officio member of all standing committees. The Chairperson will act as liaison to and is a voting member of the Board of Directors. The Chairperson will give a monthly verbal report to the BOD, detailing PC activities. As a member of the BOD, the Chairperson will be required to submit to a criminal background check.

Vice Chairperson The Vice Chairperson will understand the duties of the Chairperson and act as chair in the event that the chair is absent or unable to perform his/her duties.

Secretary The secretary or authorized representative will record or cause to be recorded full and complete records of the attendance and proceedings of the meetings of the Policy Council. Article VIII. Term Limits Membership on Policy Council is limited to a combined total of five (5) one year terms. Members must stand for election each year. Officers may run for one second term.

Article IX. Voting Rights Each PC representative shall be entitled to one (1) vote on each matter. Alternates may vote in the absence of the member for whom they are the alternate. Article X. Filling Vacancies Any vacancy on the Policy Council shall be filled by the alternate. If the alternate is unavailable, a new member will be selected as in previous election procedures. Membership for a portion of the year is considered one full program year regarding term limitation. Article XI. Resignation Any member may resign by verbal notification through his/her local parent committee or program staff. A letter of resignation may be submitted to the Policy Council thereafter. Article XII. Termination of Membership Any class of representative with two (2) consecutive unexcused absences from a regularly scheduled Policy Council meeting may be dismissed from the Policy Council.

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The position will be filled in accordance with Section VIII. - Vacancy. An "excused absence" is any absence from a regularly scheduled meeting when contact is made with the Parent Engagement staff prior to the meeting. 1. If a Policy Council representative fails to follow the Code of Conduct for Policy Council and

Board of Director’s (Attachment C.), that representative’s membership may be terminated by the BOD whenever, in its judgment, the best interest of the Head Start program would be served.

Article XIII. Conflict of Interest Members of the Policy Council shall:

a. Not have a financial conflict of interest with Shasta Head Start; examples of conflict of interest include, but are not limited to, situations in which a PC member: Negotiates or approves a contract, purchase, or lease on behalf of SHS and has a

direct or indirect interest in, or receives, personally benefits from, the entity or individual providing the goods or services;

Negotiates or approves a contract, sale or lease on behalf of SHS and has a direct or indirect interest in, or receives, personally benefits from, the entity or individual receiving the goods or services;

Sells products or services in competition with SHS; or Uses SHS’ facilities, other assets, employees, or other resources for personal gain.

b. Not receive compensation for serving on the PC or for providing services to Shasta Head Start.

c. Not be employed, nor shall members of their immediate family be employed by Shasta Head Start.

Article XIV. Committees

Program Committees: A variety of program committees are maintained by SHS for parents, staff, BOD and community members to determine and/or review program goals and objectives, assess services being provided, advise in developing and implementing program policies, activities, and services, as well as to plan, conduct and participate in programs and activities for parents and staff. All SHS parents, as well as relevant community members are invited to attend. The program committees include, but are not limited to:

Health Advisory Committee (HAC): Meets three (3) times annually to plan and

discuss health, mental health and nutritional issues as they relate to children 0-5 in the SHS program.

Self-Assessment: Meets in January of each program year to conduct a Self-Assessment of the SHS program.

Policy Council By-Laws Committee: Policy Council By-Laws must be reviewed

every three (3) years. The committee shall be composed of the PC members and SHS staff.

Priority and Selection Committee: Meets at least one (1) time per year to

consider criteria for selection and enrollment of Head Start children.

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Planning & Budgeting Committee: This committee will meet in January to give input and recommendations for preparation and approval of budget prior to the submission of grant application. The committee will consist of PC, BOD and SHS staff members.

Personnel Committee: This committee shall be convened at the beginning of the new Policy Council term for the purpose of parents serving on hiring committees throughout the year in order to have input to the hiring process.

Executive Committee of the Policy Council: This committee will consist of Policy Council Officers. Duties: Emergency meetings and summer business decisions made.

Special Committees: Special Committees shall be appointed by the Chairperson of the Policy Council as the need arises.

By-Laws Amendment: These By-Laws may be amended by two-thirds (2/3) vote of the membership of the Policy Council present and voting, providing that:

All proposals to amend these By-Laws will be submitted in open sessions at a regular meeting of the Policy Council. Proposals to amend these By-Laws must originate at least one full calendar month prior to the final balloting and acceptance or rejection of the proposals.

Written notice of the intent to amend these By-Laws are to be forwarded to members of the Policy Council at least five (5) calendar days prior to the regular meeting when balloting is to take place.

The notice of intent to ballot upon amendments shall include the specific Articles, Sections, or Sub-Sections to be balloted upon, and further that the specific language of the amendments and/or alterations be included in the notice of intention to amend.

No balloting on By-Laws amendments may take place except at a regular meeting of the Policy Council.

Any amendments must also be approved by the Head Start Governing Board.

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Approval: I do hereby certify that the above stated Policy Council By-Laws for Shasta Head Start Child Development, Inc. were approved by the Policy Council on April 25, 2017 and by the Board of Directors on April 27, 2017 and constitute a complete copy of the Policy Council By-Laws of the corporation. __________________________ _______________________ Board of Director’s Chair Date __________________________ _______________________ Policy Council Chair Date

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OUR MISSION

Shasta Head Start

is dedicated to making a positive difference in the lives of

young children, one family at a time. We provide opportunities

for education, parenting support and resources to families

in our communities.

OUR VISION

Strong Start In Life

WE BELIEVE Building relationships is foundational for nurturing

change and growth. Commitment to learning strengthens individuals,

families and communities. Individualized services create opportunities for

success. Hard work and innovation lead to excellence. Fun and a sense of humor maintain balance.

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FIVE YEAR STRATEGIC PLAN Goal Framework for 2018- 2023

INTRODUCTION:

A. Five Year Strategies: Through the collaborative planning process as described above, Shasta Head Start has identified several strategies it will undertake in 2018-2023 to fully implement the Head Start Performance Standards, allow for data-driven decision making, to guide continuous quality improvements (CQI) in all areas. In the following section, each five-year strategy is placed within the context of the relevant long-range goal and objective.

GOAL I: SHS will help children thrive by promoting a healthy start, good nutrition and accessible well-child health care.

Desired outcome: Children have a strong and healthy physical foundation. Objective A: Strengthen dental examination and treatment system to increase

completion rates and establish successful policies and procedures. Expected challenge: Parent follow-through and availability of providers for acute surgical care.

Activity Who How Outcome Year 1-2

Use Bright Smiles Bright Futures (BSBF) material as dental curriculum.

Health Mgr. Health Team

Curriculum plans

Year 1-5

Offer dental training for parents using a variety of materials available through BSBF and educational materials through Early Childhood Learning and Knowledge Center.

Health Mgr. Health Team Field Staff

Curriculum plans, parent materials

Year 1-5

Through the Health Services Advisory Board, partner with WIC to improve dental outcomes.

Health Mgr. Health Team Field Staff

HSAC minutes

Year 1-5

increase use of text messaging by SHS staff to alert and remind parents of dental clinics.

Health Mgr. Health Team PE Coordinator

Texting service

Year 1-5

Offer dental clinics two times per year in partnership with Shasta Community Health.

Health Mgr. Health Team

Record of clinic, attendees

Year 1-5

Use Social Media to promote dental clinics.

Health Mgr. Health Team

Facebook

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GOAL II: Children achieve appropriate developmental and school readiness benchmarks as determined by previous year’s child assessment results.

Desired outcome: Children possess the skills, knowledge and attitudes necessary for success in school and life. Objective A: Implement the Positive Behavior Supports-Benchmarks of Quality

according to the Center on Social and Emotional Foundations for Early Learning (CSEFL).

Expected challenge: Continuity of staff training and coaching amid staff turnover. Activity Who How Outcome

Year 1

Establish PBS leadership team and begin monthly meetings. Begin getting staff buy-in for the Pyramid model in working with children’s behavior during coaching, training and workshops.

CD Dept. Dis/MH Dept.

Minutes of meeting

Year 1

Develop and disseminate program wide expectations to staff and families.

CD Dept. Dis/MH Dept.

Training resources

Year 2

Train staff in understanding and supporting Pyramid Model, and how it will benefit their children.

CD Dept. FS Mgr.

Training resources

Year 2

Determine teaching strategies using the Pyramid Model and procedures for responding to challenging behavior.

CD Dept. Dis/MH Dept.

Training resources

Year 2-3

Provide ongoing coaching and monitoring to ensure strategies are being implemented.

CD Dept. Dis/MH Dept.

Coaching plans and records

Year 4

Use fidelity tools to identify areas of improvement. CD Staff Dis/MH Dept.

Teapot

Year 4-5

Monitor and evaluate implementation and child outcomes. CD Dept. Dis/MH Dept.

Growth on DRDP outcomes social emotional

Objective B: Develop and implement an updated approach to support home language and English language development.

Expected challenge: Lack of bilingual staff and potential staff in the community. Activity Who How Outcome

Year 1

Improve the system for identifying DLL children with the highest need.

CD Dept.

Year 1-4

Share information to bilingual families on the importance and benefits of bilingualism

CD Dept.

Parents meetings, group and individual

Year 1-4

Create a taskforce for hiring, identifying and utilizing bilingual staff to work with DLL children.

CD Dept.

Minutes of meeting

1-2 Develop and implement a workshop on how to work with DLL children when staff do not speak the same language along with follow-up strategies for coach.

CD Dept. Staff training

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Objective C: Develop and implement an updated approach to support home language and English language development. (cont.)

Activity Who How Outcome 1-2 Create a checklist to assess how staff are using strategies for working

with DLL children in the classroom. CD Dept. Aggregate

checklist results

2-4 Train staff on use of the family application in Learning Genie to communicate with non-English speaking families

CD Dept. Staff training

1-5 Evaluate the developmental, language and literacy progress shown by DLL children yearly using DRDP outcomes.

CD Dept. DRDP outcomes

Objective D: Enhance Creative Curriculum with the six Creative Curriculum Studies. Expected Challenge: Continuity of staff training and coaching amid staff turnover.

Activity Who How Outcome Year 1-2

Introduce the Beginning of the Year study plus one other study TBD. CD Dept. Staff training

Year 1-4

Purchase necessary materials for the studies. CD Dept. Training resources & records

Year 1-4

Train staff on implementation of the studies. CD Dept. Training resources & records

Year 2-3

Modify lesson plans and determine a timeline for implementation of new lesson plans.

CD Dept. Lesson plan procedure

Year 2-4

Identify studies that are developmentally appropriate for age three-year children and train 3’s teachers.

CD Dept. Training resources & records

Objective E: Establish age and developmentally appropriate school readiness goals as indicated by spring ratings on selected measures on the DRDP-2015 by domain.

Expected Challenge: Consistency of child ratings by teachers accounting for training and turnover; implementation of technology issues and use of reports.

Domain Area and Goals

Domain: Social and Emotional Development Infants and toddlers will demonstrate an increasing understanding of themselves in relation to others and their ability to influence the people and world around them. SED 4

Infants and toddlers will develop close, positive relationships and effective interactions with adults and peers. SED 5

Preschool children will demonstrate an increasing understanding in the ability to recognize and regulate emotions, attention, impulses, and behavior. ATL REG 5

Preschool children will build a healthy range of emotional expression and learning positive alternatives to aggressive or isolation behaviors. HSS 4

Domain: Approaches to Learning Infants and toddlers will develop an increasing interest in and active exploration of people and objects in their environment. ATL REG 5

Preschool children will increase their level of ability to begin and finish activities with persistence and attention. ALT REG 6

Domain: Language and Literacy

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Language - Infants and toddlers will demonstrate an increasing engagement in back-and-forth communication or conversation. LLD4

Preschool children will demonstrate increasing awareness that language can be broken into words, syllables, and smaller pieces of sound. LLD 8

Dual Language Learners will demonstrate increasing abilities to speak or use English. ELD 2

Literacy - Infants and toddlers will demonstrate an increasing awareness that symbols and pictures represent people, objects and actions. LLD5

Preschool children will show increasing awareness of symbols and letters, awareness that letters make up words, and eventually that letters have sounds. LLD 9

Domain: Cognition and General Knowledge Logic and Reasoning - Infants and toddlers will demonstrate an increasing ability to engage in a purposeful effort to reach a goal or figure out how something works. COG 1

Preschool children will demonstrate an increasing ability to recognize, understand, and analyze a problem and draw on knowledge or experience to seek solutions to a problem. COG 9

Mathematics Knowledge and Skills -

Infants and toddlers will demonstrate an increasing ability to compare, match and categorize different people or different objects according to their attributes. COG 2

Preschool children will demonstrate an increasing understanding of the use of numbers to describe relationships and solve problems. COG 4

Domain: Physical Development and Health Infants and toddlers will gain the ability to use their bodies in a coordinated way. PD HLTH 4

Infants and toddlers will demonstrate increasing participation in personal care routines. PD HLTH 5

Preschool children will demonstrate an increasing understanding of basic health and safety rules and respond appropriately to harmful and unsafe situations. PD HLTH 5

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GOAL III: Families are participants in their child’s education as well as in their own personal growth and development.

Desired Outcome: Families develop a culture of positive engagement that persists throughout their child’s school experience.

Objective A: Implement multiple systems and procedures to strengthen child attendance through increased us of program data as well as successful parent engagement activities.

Expected Challenge: Multiple reasons resulting in child absence. Activity Who How Outcome

Year 1-2

Design or revise monitoring tool to assess appropriate use of the Attendance Works toolkit using ChildPlus.

FS Dept.

Child Plus attendance tool

Year 1-5

Design and offer parent education to support consistent attendance.

FS Dept.

Attendance tool kit

Year 2

Develop means to connect child outcomes to attendance for analysis.

FS Dept.

Attendance reports

Year 1-5

Monitor and coach staff on maintaining consistent attendance. FS Dept.

Family worker trainings

Year 2-5

Utilize Acorn attendance module to track attendance. FS Dept.

Attendance reports

Year 4-5

Analyze outcomes and impact. FS Dept.

Attendance reports

Objective B: Introduce and implement Make Parenting a Pleasure curriculum. Expected Challenge: Consistency of training challenged by staff turnover.

Activity Who How Outcome Year

1 Attend the Make Parenting a Pleasure (MPAP) training in Eugene, Oregon.

FS Dept. Training agendas and logs

Year 1

Provide training for managers and coordinators on MPAP Curriculum.

FS Dept. Training logs

Year 1

Train appropriate center staff and begin using the MPAP. FS Dept. Training logs

Year 1-5

Set family goals using the new Reachables tool. FS Dept. Family outcome report

Year 1-5

Offer workshops as needed using MPAP. Adapt the curriculum to use on an individual basis as needed.

Training log

Year 4-5

Analyze the impact of Make Parenting a Pleasure and family outcomes.

FS Dept. Family outcome report

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Objective C: Implement new family strengths and needs screening process, to identify needs and interests, and to successfully link families to services during the school year.

Expected Challenge: Consistency of training challenged by staff turnover. Activity Who How Outcome

Year 1

Work with Acorn to ensure that the family assessment tool maps to the Strengthening Families Protective Factors.

FS Dept.

Year 1

Select and train pilot staff and carry out pilot projects.

FS Dept.

Analyze results of pilot trainings

Year 1

Offer all staff training

FS Dept.

Training workshops/coaching

Year 1-5

Utilize new family assessment tool with all families.

FS Dept.

Training workshops/coaching

Year 2-5

Monitor family outcomes in framework and protective factors.

FS Dept.

Aggregated family services outcomes

Year 4-5

Analyze effectiveness of new tool.

FS Dept.

Objective D: Implement parent application of Learning Genie. Expected Challenge: Work out data base issues and connectivity issues.

Activity Who How Outcome Year

1 Appropriate staff receive training on Learning Genie Parent Application.

FS Dept.

Workshop training and coaching

Year 1

Select pilot group and conduct pilot study.

FS Dept.

Outcome report

Year 2

Train all staff on use of Learning Genie Parent app and implement. FS Dept.

Training log

Year 3-5

Monitor and provide coaching for appropriate use and implementation.

FS Dept.

Coaching log

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GOAL IV: Employ and retain staff that meet job requirements and are assisted to make strides in their professional development.

Desired outcome: SHS is a desirable employer that promotes continuous professional development and staff with longevity who are successfully engaged in goingoing professional development.

Objective A: SHS will streamline processes for human resource, manager self-service, employee benefits, recruiting, learning and development, and time and attendance.

Expected Challenge: Training for all supervising staff and coaching for individuals on use of the new system.

Activity Who How Outcome Year

1 Install and test new software and work out any bugs. HR Mgr.

Account Mgr.

Year 1-2

Train staff and offer coaching as needed on the new software. HR Mgr. Area Mgrs.

Year 4-5

Report out on efficiency and outcomes of utilizing the new platform VIBE.

HR Mgr. Account Mgr.

Objective B: Develop and implement Standard Operating Procedures portal.

Expected Challenge: Management staff will need to implement a system for maintaining and writing new SOP’s.

Activity Who How Outcome Year 1-3

Install and test new portal. HR Mgr.

Year 2-3

Develop or update internal content for standard operating procedures.

Managers

Year 2-3

Train staff on how to use the portal for easy access to procedures as needed. Incorporate training into New Staff Orientation.

HR and Managers

Year 4-5

Report out on effectiveness of portal and staff response. HR Mgr.

Objective C: SHS will have an engaged and productive workforce capable of carrying out the SHS mission. Expected Challenge: Staff turnover continues to be a challenge.

Activity Who How Outcome Year 1-2

Collaborate with local colleges and other community partners. HR Mgr.

Year 1-4

Increase employee wages as indicated by state law. HR Mgr.

Year 1-5

Increase opportunities for building staff morale. HR Mgr. and Managers

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Objective D: Integrate Leadership Coach methodology throughout the agency.

Expected Challenge: This initiative will take several years and will require steady implementation to achieve results.

Activity Who How Outcome Year 1&2

Designated managers will participate in the leadership coach training program.

Managers Enrolled cohort

Year 2-3

Design a sequential supervision and leadership program for all supervising employees.

Managers

Year 2-3

Incorporate determined leadership coach materials and tools into the supervision manual.

HR Mgr.

Year 4-5

Embed leadership coach practice, curriculum, language and methodology in all aspects of leadership.

Managers and Site Supervisors

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GOAL V: SHS invests in an ongoing and innovative system of infrastructure.

Desired outcome: SHS’s system of infrastructure supports the needs of a resilient, changing and growing agency. Objective A: Increase staff access to data systems and technology. Expected Challenge: Internet access issues, connectivity, hardware access and high ongoing cost to maintain.

Activity Who How Outcome Year 1-2

Upgrade Servers to provide updated access to software applications. Operations Team

Year 2

Implement Solar Winds or similar product to analyze and troubleshoot network availability problems.

Operations Team

Objective B: Implement and use FMX, (Facilities Management Express program) for more efficient and streamlined physical plan operations.

Expected Challenge: There will be a learning curve as staff begin to use the new system.

Activity Who How Outcome Year

1 Install cloud based FMX program and designate users. Operations

Team Year 1&2

Train designated staff on use of FMX. Operations Team

Year 2-5

Fully implement and utilize FMX program wide to monitor and ensure safe facilities.

Operations Team

Year 1-5

Carry out effective capital improvement program to repair, maintain and replace facilities.

Operations Team

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POLICY COUNCIL

Items to Take Back to Parent Meetings

Shasta Head Start Child Development, Inc.

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