Welcome

1. Welcome Governance Workshop 2009 Presenters Elise Mann Loukisha Smart-Pennix

2. Possible Governance Definitions • Method or system of government or management of the organization • The way in which an organization is run and controlled • ..defines the model to ensure optimal reuse of services and enforcement of corporate policies

3. Governance • -The means in which the leading authority, often the board of directors in a CBO / non-profit organization, guides and monitors the values and goals of its organization through policy and procedures.

4. What are your organizational values and goals • Do your board members ascribe to them? • Does your mission statement reflect your organization’s current values and goals?

5. Who is your leading authority? • Board of Directors ?? • Policy Group??? • Youth Council?? • Advocates?? • Combination of bodies • Just You!!!!!

6. Written board procedures • Board members should have a copy of the current policies and procedures • Policies should be reviewed annually • How will the Board make decisions between meetings • Adhering to Human Rights Ordinance of the City of Chicago

7. Annual training • Board members receive annual training on • Programs • Policies • Budgeting and understanding fiscal reports • Roles and Responsibilities They understand your CORE

8. The Board Meets

9. Active members • Active members • Do your members attend meetings regularly? • Does your board share responsibility for your agency’s development? • What types of resources are brought to the table • Fundraising • In kind services

10. Board Committees • Do you have a finance committee? • What types of reports go to the committee? • What type of recommendations does the committee make? • Do you have an audit committee? • Who sees the Single Audit? • Helps to select your auditor • Who overseas audit finding resolution? • Do you have an Personnel committee? • Who assures that that personnel procedures are updated and reviewed regularly (i.e. Labor Law updates)?

11. Board committees • Do you have an Nominating committee? • Who reviews new candidates for Board of Directors? • Who recommends candidates to the Board of Directors? Thoughts: • Qualified fiscal Board Member (note: Head Start Requirement) • Resumes for Board Members readily available

12. Knowledge of the organization and its programs • Does your Board understand the programs that you operate? • Does your Board know the performance metrics for your FSS funded programs? • Sub Grant Agreement (certifications, staffing patterns ) • Fair Housing and Human Rights • Enrollment • Performance Measures and Outcomes • Expenditure levels • Close out deadlines

13. Stick to policy making not day-to-day issues • What role does your Board have with policy? • What role does your Board have with day to day operational decisions? • How does your staff support the Board? • How does the Board support your staff?

14. Avoid conflicts of interest • Arms length transactions • Disclosure rules in place • Procurement policies • Avoid self-serving policies

15. Regular communications • Who reports to the board? • Does the board have access to the minutes? • How do they get copies of the minutes? • Are the minutes approved? • Quorum reached at every meeting • Are reports given before meeting? • Thought : can members attend via conference calls or the web?

16. Minutes for meetings

17. Minutes for meetings • Written Agendas for meetings • Approved minutes • Who was present? • Which committees reported? • Who voted for what? THE MINUTES Oversight

18. Review key financial information • Does the board see the annual audit • Does the board receive a budget vs. actual on a monthly basis? • Does the board see the budget? • Does the board know when new grants are received and lost / reduced? • Does the board receive a copy of the FSS fiscal reports and audits? • Is the Board made aware of disallowed grant costs or late tax filings ?

19. Annual evaluation of CEO Will they think I’ve been doing a good job????

20. Annual evaluation of CEO • Annual review (written) • Board expectations of CEO/President • CEO/President expectations of the Board • Compensation • Other Key personnel

21. Insurance • Do you have Officers and Directors insurance? • What is Directors & Officers Insurance? • Directors & Officers insurance provides financial protection for the directors and officers of your company in the event they are sued in conjunction with the performance of their duties as they relate to the company.

22. IRS FORM 990: New Governance Section

23. What Does This Mean? Governance Shared

24. Legal & Fiscal

25. Essential Playersin Program Governance • Key Staff • Board of Directors • Policy Committees

26. http://www.acf.hhs.gov/programs/hsb/hsfa/ http://eclkc.ohs.acf.hhs.gov/hslc http://cys.mycopa.com/ http://www.ilheadstart.org/ Resources http://www.nhsa.org/

27. 3 Essentials Working Together • 1304.50(d)(1)(i-xii): Policy Groups must work in partnership with key management staff, and the governing body to review,develop, and approve or disapprove the following policies and procedures: (Always cf w/1304.50 Appendix A; Refer to handout)

28. Relationship of Governing Bodies Board Executive Director / Program Director Policy Committee Finance Citywide Parent Policy Human Resources

29. Performance Standards CFR 45 1300 Series 1300 to 1311 Part 1301 - Head Start Grants Administration Part 1302 - Policies And Procedures For Selection, Initial Funding, And Refunding Of Head Start Grantees, And For Selection Of Replacement Grantees Part 1303 - Appeal Procedures For Head Start Grantees And Current Or Prospective Delegate Agencies Part 1304 - Program Performance Standards For The Operation Of Head Start Programs By Grantee And Delegate Agencies

30. Part 1305 - Eligibility, Recruitment, Selection, Enrollment, And Attendance In Head Start • Part 1306- Head Start Staffing Requirements And Program Options • Part 1307- Reserved For Future Use • Part 1308- Head Start Program Performance Standards On Services For Children With Disabilities • Subpart A - General • Subpart B - Disabilities Service Plan • Subpart C - Social Services Performance Standards • Subpart D - Health Services Performance Standards • Subpart E - Education Services Performance Standards • Subpart F - Nutrition Performance Standards • Subpart G - Parent Involvement Performance Standards • Part 1309 -Head Start Facilities Purchase • Part 1310- Head Start Transportation • Part 1311- Head Start Fellows Program

31. Subpart A - General 1304.1Purpose And Scope 1304.2Effective Date 1304.3 Definitions Subpart B - Early Childhood Development And Health Services .20 Child Health And Developmental Services a Determining Child Health Status b Developmental, Sensory, And Behavioral Screening c Extended Follow-Up And Treatment d Ongoing Care e Involving Parents f Individualization Of The Program .21 Education And Early Childhood Development a Child Development And Education Approach For All Children b Child Development And Education Approach For Infants And Toddlers c Child Development And Education Approach For Preschoolers .22 Child Health And Safety a Health Emergency Procedures b Conditions Of Short-Term Exclusion And Admittance c Medication Administration d Injury Prevention e Hygiene f First Aid Kits .23 Child Nutrition a Identification Of Nutritional Needs b Nutritional Services c Meal Service d Family Assistance With Nutrition e Food Safety And Sanitation .24 Child Mental Health a Mental Health Services Subpart C - Family And Community Partnerships .40 Family Partnerships a Family Goal Setting b Accessing Community Services And Resources c Services To Pregnant Women Who Are Enrolled In Programs Serving Pregnant Women, Infants, And Toddlers d Parent Involvement - General e Parent Involvement In Child Development And Education f Parent Involvement In Health, Nutrition, And Mental Health Education g Parent Involvement In Community Advocacy h Parent Involvement In Transition Activities I Parent Involvement In Home Visits .41 Community Partnerships a Partnerships b Advisory Committees c Transition Services Subpart D - Program Design And Management .50 Program Governance a Policy Council, Policy Committee, And Parent Committee Structure b Policy Group Composition And Formation c Policy Group Responsibilities - General d The Policy Council Or Policy Committee e Parent Committee f Policy Council, Policy Committee, And Parent Committee Reimbursement g Governing Body Responsibilities h Internal Dispute Resolution Appendix A To 1304.50 Governance And Management Responsibilities .51 Management Systems And Procedures a Program Planning b Communications - General c Communication With Families d Communication With Governing Bodies And Policy Groups e Communication Among Staff f Communication With Delegate Agencies g Record-Keeping Systems h Reporting Systems I Program Self-Assessment And Monitoring .52 Human Resources Management a Organizational Structure b Staff Qualifications - General c Early Head Start Or Head Start Director Qualifications d Qualifications Of Content Area Experts e Home Visitor Qualifications f Infant And Toddler Staff Qualifications g Classroom Staffing And Home Visitors h Standards Of Conduct I Staff Performance Appraisals j Staff And Volunteer Health k Training And Development .53 Facilities, Materials, And Equipment a Head Start Physical Environment And Facilities b Head Start Equipment, Toys, Materials, And Furniture Subpart E - Implementation And Enforcement .60 Deficiencies And Quality Improvement Plans .61Noncompliance

32. Head Start Performance Standard 1304.50-Program Governance • 1304.50 is designed to ensure that each grantee and delegate agency have an established policy group and a well functioning governing body that share responsibility for overseeing the delivery of high quality services to children and families.

33. Sample Governance Questions 2008 OHS Monitoring Protocol

34. Parents It Takes A Village….. Staff Management Quality Best Practice Responsive Accountable Community Board Policy Groups

35. Thank you

36. Smarter than a 5th Grader? Jeopardy ? 1 vs 100? 2008 OHS Monitoring Protocol