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

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 1304.50 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 DirectorsPolicies regarding program operationsApplications and amendments for fundingBudget planningProgram personnel policies and decisions

regarding the employment of program staffRecommendations on the selection of

partner agenciesAssessment of program operations

Article IV: Meetings

Section 1: Monthly Section 2: Special Section 3: PC Executive Committee Section 4: www.spcaa.org 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 agenciesCommunity, 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 DirectorsA SPCAA Board of Director = voting

member of Policy CouncilVolunteer for SPCAA Board Committee

Article V: Membership cont… Section 5: Termination

ResignationExcessive absences (3)For causeChild 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 behaviorGross misconductActing without prior authorizationBlatant disrespect of Head Start philosophies,

goals, or objectivesNeglect of dutyOutstanding debt – Fiscal Policies and

ProceduresBeach in PC’s “Code of Conduct”

Temporary Suspension Violation of Policy Council’s “Code of

Conduct” which causes a disturbanceSuch 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 agenciesIndividuals who are related to program or

agency employeesPersons 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:

ChairpersonVice ChairpersonSecretary/TreasurerAssistant Secretary/TreasurerParliamentarian

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 CommitteeOther 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?