McDowell County Schools Head Start and Preschool Programs Policy Council Meeting September 23, 2011

1. McDowell County Schools Head Start and Preschool ProgramsPolicy Council Meeting September 23, 2011 WELCOME Council Members and Guests

2. First Order of Business Election of Officers - Chairperson and Vice Chairperson Approval of Community Members - Jeff Haslam, Lisa McCurry, Mark Brooks,

3. Business Meeting Call to order – Chairperson Approval of Minutes from August 18, 2011 Reports Old Business New Business Next Meeting Date Adjourn

4. Business Meeting: Reports Parents Health Services Family Services Early Head Start Education Transportation/Volunteer/Mental Health Nutrition/Licensing Personnel Fiscal Director Other

5. Business Meeting: Reports Parents Health Services – no report this month Family Services Early Head Start Education Transportation/Volunteer/Mental Health Nutrition/Licensing Personnel Fiscal Director Other

6. Business Meeting: Reports Parents Health Services Family Services Early Head Start Education Transportation/Volunteer/Mental Health Nutrition/Licensing Personnel Fiscal Director Other

8. Business Meeting: Reports Parents Health Services Family Services Early Head Start Education Transportation/Volunteer/Mental Health Nutrition/Licensing Personnel Fiscal Director Other

9. McDowell County Schools Early Head Start Policy Council Reportfor September 2011By Robin Davis

10. Early Head Start – August, 2011Off to a Great Start We are enrolling new children at EHS and are enjoying getting to know our new babies and their families. It has been a little quiet because our three year old babies have transitioned to “Big Head Start”. We have been busy getting everything changed over to start using our new Creative Curriculum Gold assessment tool. Teachers seem to have a good understanding of what to do and will be turning in first progress reports and home visits at the end of the month. We will be hosting a parent volunteer meeting on Thursday September 29 from 6:00-7:30 pm. The early head start staff came up with the idea to have a Hearts and Hands theme. Volunteers will be drawing, cutting, coloring and making items to be used in the classroom. We will also have some carpentry work and light cleaning for any interested men. I would also like to say that the staff at Early Head Start have been working together to keep our building clean, stock supplies and even mow the grass on occasion since the job cuts in July. I really appreciate their dedication and willingness to keep our center nice and clean.

11. Come on over and visit with us sometime, we would love to have you.

12. Business Meeting: Reports Parents Health Services Family Services Early Head Start Education Transportation/Volunteer/Mental Health Nutrition/Licensing Personnel Fiscal Director Other

13. Report for Policy CouncilSeptember 23, 2011Jennifer Pitman Education/ Literacy & Disabilities Coordinator The start of our new year has been smooth. The children seem to be adjusting well and the teachers have fallen right into place. All the classrooms look great. I am expecting an exciting and rewarding school year !! 0 new Exceptional Children’s Pre-referrals/ Referrals and no placement meetings since last reported. Our EC enrollment will be roughly 35 Children receiving services from the Exceptional Children’s Program. And we will have about 8 children at Early Head Start who have IFSP’s.

14. Business Meeting: Reports Parents Health Services Family Services Early Head Start Education Transportation/Volunteer/Mental Health Nutrition/Licensing Personnel Fiscal Director Other

19. Business Meeting: Reports Parents Health Services Family Services Early Head Start Education Transportation/Volunteer/Mental Health Nutrition/Licensing Personnel Fiscal Director Other

20. Nutrition & Child Care Compliance August 2011 Report SNACK FOOD & BEVERAGES = $2,034.71 (estimated) Note: NCPREK share cost of Snack Food @ EF,N,NC,OF TOTAL FREE MEALS: Overage Breakdown Counts: B/fast= 267 Lunch= 3

21. August 2011 Nutrition Report Continued (17) Children with Medical and/or Special Diets (includes HS & PDC) -Early Head Start = 4 children -Head Start = 13 children Free & Reduced Meal Applications have been submitted to PDC families. Eastfield School received a grant to serve a fresh fruit or vegetable snack every Tuesday, Wednesday, and Thursday. Our preschool children are included and our menu reflects the items to be served. Resources go home to parents/guardians if their child’s growth chart indicate child is underweight, at risk of overweight or are overweight. Our records indicate a large percentage of our enrolled children are at risk of overweight or are overweight.

22. Child Care Licensure Report Five Head Start Centers: Star Ratings Eastfield (5 Stars): (2) HS classrooms. (1) NCPREK classroom. Nebo (4 Stars): (1) HS classroom. (1) NCPREK classroom. N. Cove (5 Stars): (1) HS classroom. (1) NCPREK classroom. Old Fort (5 Stars): (1) HS classroom. (2) NCPREK classroom. Sugar Hill (5 Stars): (1) PDC class. (3) HS class. (1) HS/NCPREK (dual) Each center will receive an unannounced DCD/Sanitation/Fire annual monitoring visit soon. August Playground Inspection & Fire Drills were completed. Old Fort has a pending violation as of 12/12/11 (playground surfacing depth measured 1-2 inches under & around swings & climber). In order to avoid an administrative action we must submit a letter confirming correction no later than 9/26/11). The amount of gravel required is 9 inches in depth.

23. Business Meeting: Reports Parents Health Services Family Services Early Head Start Education Transportation/Volunteer/Mental Health Nutrition/Licensing Personnel Fiscal Director Other

24.  Human Resources Policy Council Report  Meetings/Trainings Attended: -Weekly Management Meetings Misc: -File Audits -Monitoring Notebook -Classroom Staffing -Classroom Visits -Annual Evaluations -Staff In-Service Training -Substitute Teacher Recruitment and/or Training

25. Business Meeting: Reports Parents Health Services Family Services Early Head Start Education Transportation/Volunteer/Mental Health Nutrition/Licensing Personnel Fiscal Director Other

26. FinanceSeptember 23, 2011 August Financials have been handed out for your review. Credit Card transactions and Non-Federal Share are included per Federal requirements. On the Profit & Loss Budget vs. Actual Report for August, you will see a significant deficit in our Paid Day Care. We have not received reimbursement from NCPK at this point, which is a large portion of this shortfall. If you will, notice near the bottom of the page, our Non-Federal Share (NFS) is also showing a loss. This is average for August; however, our budget for NFS has increased due to the loss of the More At Four program.

27. Business Meeting: Reports Parents Health Services Family Services Early Head Start Education Transportation/Volunteer/Mental Health Nutrition/Licensing Personnel Fiscal Director Other

28. Director’s ReportSeptember 23, 2011 – Peggy Freeman We received the Monitoring Review follow-up letter on August 26. A copy of the letter is in your hand-out for your review. We only have one non-compliance to correct! I am seeking assistance from the Regional Office in Atlanta and other sources for help in revising our Cost Allocation Plan. We have until the end of November to have a new plan in place.

29. Director’s ReportSeptember 23, 2011 – Peggy Freeman The Program Information Report (PIR) was submitted on time. A copy of part of the report is in the hand-out for your review. The full report is very lengthy and redundant. We have 18 NC PreK (formerly More at Four) slots for which we will be drawing down $493 per month. These 18 students are dually-served, meaning they are enrolled in both the Head Start and the NCPK programs.

30. Director’s ReportSeptember 23, 2011 – Peggy Freeman You are receiving copies of proposed incentive plans for each employee group and a proposed job description. Please review them carefully and be prepared for a vote in October. We have not yet received approval for the waiver of non-federal share from Washington. There are 3 job positions which have been vacated, and to save funding we will not be hiring new people for those jobs; the responsibilities will be shared among current employees. If funds allow, we might be able to fill one of the positions or create a new position which shares some of the responsibilities.

31. Director’s ReportSeptember 23, 2011 – Peggy Freeman Pre-service Training was held August 22-26. Sessions included: Teaching Strategies GOLD (our curriculum and assessment program) – contracted trainer Classroom Assessment Scoring System (CLASS) and CSEFEL (Center for Social Emotional Foundations for Early Learning) - contracted trainer Child Abuse Awareness and Prevention – representative from the Gingerbread House Legal Issues – Dean Shatley, School Board Attorney Information from each component area (health, safety, nutrition, child care licensing, transportation, mental health, volunteers, education, family services, ERSEA, human resources) – Coordinators and Directors

32. Director’s ReportSeptember 23, 2011 – Peggy Freeman Building and Grounds update: Hallway security at Sugar Hill now allows us to screen visitors to the building Early Head Start cameras have been upgraded and online viewing is available to the Maintenance Director and Head Start supervisors or their designees We have not filled a vacancy for a second custodian at Sugar Hill due to funding; the maintenance department is helping us with mowing and we’ve also had volunteers to help with grounds work.

33. Director’s ReportSeptember 23, 2011 – Peggy Freeman Upcoming Events: Wednesday, Sept. 28 – Retirement Reception for Brenda 2:00 – 3:00 p.m. Friday, Sept. 30 - Fabulous Fathers/Marvelous Moms Thursday, Oct. 20 – Fall Festival and Parent Meeting 5:00 Thursday, Oct 27 – Community Awareness Day

34. Business Meeting: Reports Parents Health Services Family Services Early Head Start Education Transportation/Volunteer/Mental Health Nutrition/Licensing Personnel Fiscal Director Other

35. Business Meeting Call to order – Chairperson Approval of Minutes Reports Old Business New Business Next Meeting Date Adjourn

36. Old Business

37. Business Meeting Call to order – Chairperson Approval of Minutes Reports Old Business New Business Next Meeting Date Adjourn

38. New Business Approve new hires & resignations Other

39. Business Meeting Call to order – Chairperson Approval of Minutes Reports Old Business New Business Next Meeting Date – Friday, October 28 Adjourn