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?