OSU Child Development Center

December 11, 2013 1:00 – 3:00 PM Bates Hall Room #129

PARENT POLICY COUNCIL

AGENDA

Child care is available; light refreshments will be served.

1:00 / Introductions & Greeting / Joanne
DETERMINE QUORUM --- A quorum requires that four (4) members of the Council are present, of which at least two represent Oregon Head Start Prekindergarten families / ___ yes ___no
1:15 / PPC Orientation - Purpose, goals and responsibilities / Joanne
1:45 / REPORTS
Secretary’s Report - minutes / NA
Treasurer’s Report – PPC account activity & balance / Balance: $331.66
Policy Council Chair – other meeting activities / NA
Director’s Report - program activities / Joanne
Health Services Advisory Committee Report / NA
2:00 / DISCUSSION & ACTION TOPICS: / Action required
q  Policy Council Composition
q  Elections of Officers
q  OSU Policies including: Personnel policies; Safeguarding funds & Annual audit / Advise/ approve
Advise/ approve
Advise/approve
2:30 / CLASSROOM REPRESENTATIVE REPORTS / all
OLD BUSINESS
none
2:50 / NEW BUSINESS / all
Family Events for winter term
Next meeting’s business:
 Educational Outcomes Report #1
 Fall Fiscal Report
3:00 / Adjourn
Next meetings: January 22, February 12, March 12, April 16, May 14,
June 11
Notes & things I said I would do before the next meeting (?):
Who? / What? / By When?

Parent Policy Council Meeting: December 11, 2013

ACTION RECORD

ACTION ITEM #1: Confirm Policy Council Composition

ACTION: Review membership roster to ensure at least 51% are parents of OR Head Start Prek.

(Check) _____ Approved _____ Not approved (list additional information needed

ACTION ITEM #2: Election of Officers

ACTION: Review position description (in the Operating Procedures). Elect officers. Confirm.

Chairperson ______

Vice Chairperson ______

Treasurer ______

Secretary ______

(Check) _____ Approved _____ Not approved (list additional information needed

ACTION ITEM #3: OSU Policies including: Personnel Policies; Safeguarding funds & Annual audit

ACTION: Discuss materials attached/approve

(Check) _____ Approved _____ Not approved (list additional information needed)

Signature ______Date______

Name (print please) ______, Policy Council Representative

(From the Policy Council Organizational & Operating Procedures)

The Policy Council is comprised of:

·  Thirteen total regular members (with 2 optional positions available)

·  Two Parent Representatives from each class: one whose child is enrolled through the Oregon Head Start Prekindergarten Program, and one whose child is enrolled from the general community (total 12)

·  One “at-large” Parent Representative of a child who is enrolled through the OHSPk (total 1). This position may be elected from any class.

·  Optional: Two additional positions are available for community representatives who bring unique professional service skills, or additional OHSPk parent representatives to ensure the required Policy Council composition. Optional members are approved by the Policy Council.

·  REQUIRED: 51% or more of the Policy Council membership must be Parent Representatives whose child(ren) are enrolled through the Oregon Head Start Prekindergarten Program.

OSU Child Development Center & OSU OR Head Start Prekindergarten program

2013-2014 Parent Policy Council Membership (12-5-2013)

Representative Name / Class Teacher / Community Representative / OR Head Start PreK Representative
1 / [open] / Kathleen-AM
2 / [open] / Kathleen-AM
3 / Ashley Herbert / Kathleen-PM / x
4 / [open] / Kathleen-PM
5 / [open] / Shahrnaz-AM
6 / Danelle Kronmiller / Shahrnaz-AM / x
8 / Dana Britton / Shahrnaz-PM / x
9 / Michael Blass / Shahrnaz-PM / x
9 / Sean McMullen / Amie-AM / x
10 / [open] / Amie-AM
11 / Jaqueline Lopez / Amie-PM / x
12 / Paul Baisted / Amie-PM / x
13 / Stacy Jones / Representative –at- large / x
13 TOTAL POSITIONS AVAILALBE / 6 (46%) / 7 (54%)
8 TOTAL POSITIONS FILLED / 3 / 5
DISTRIBUTION of PRESENT MEMBERSHIP (%) / 38% / Ö  62%

Ö  REQUIRED: 51% or more of the Policy Council membership must be Parent Representatives whose child(ren) are enrolled through the Oregon Head Start Prekindergarten Program.

Oregon State University

Personnel Policies and Fiscal Policies, Safeguarding Funds and Annual Audit

The OSU Child Development Center is a program of the Department of Human Development & Family Sciences in the College of Public Health & Human Sciences or Oregon State University. As such, it is governed by the policies and procedures of Oregon State University as outlined by the Oregon University System and the State of Oregon.

I.  PERSONNEL POLICIES

§  Find the Head Start Performance Standards related to personnel policies at:

http://eclkc.ohs.acf.hhs.gov/hslc/standards/Head%20Start%20Requirements

§  Find the Human Resources Policies for Oregon State University at the following url: http://oregonstate.edu/admin/hr/policies.html

The OSU Child Development Center follows the personnel policies of Oregon State University. OSU is an Affirmative Action/Equal Opportunity Employer and complies with Section 504 of the Rehabilitation Act of 1973. OSU has a policy of being responsive to the needs of dual-career couples.

The OSU Child Development Center conducts a self-assessment each year to ensure that all aspects of the Head Start Performance Standards are addressed through the OSU personnel policies and through internal program practices. This self-assessment may include use of a checklist of information that is shared with personnel in human resources to confirm that all requirements are being met in an appropriate way.

In addition, the OSU Child Development Center seeks to involve a member of the Parent Policy Council or other parent representative in the interview process for new hires.

II FISCAL MANAGEMENT, SAFE GUARDING FUNDS, & ANNUAL AUDIT

§  Find the Head Start Performance Standards related to fiscal policies at: http://eclkc.ohs.acf.hhs.gov/hslc/standards/Head%20Start%20Requirements

§  Find the OSU and Oregon University System Fiscal Policies at:

http://ous.edu/dept/cont-div/accounting-reporting

§  The A-133 audit report "Federal Compliance Report and Internal Control Report" is issued annually by the Audits Division of the State of Oregon. Follow the links below, which take you to the State of Oregon web site. Scroll down the list to find State of Oregon Statewide Single Audit Report and the corresponding report number. See: http://ous.edu/dept/cont-div/accounting-reporting/a133audit

The OSU Child Development Center is governed by and complies with the finance and budget policies of Oregon State University which include budget development and review, allowable costs, financial reporting, accounting tracking and audit systems, and more.

The OSU Child Development Center conducts a self-assessment each year to ensure that all aspects of the Head Start Performance Standards are addressed through the OSU fiscal management and audit systems and through internal program practices. This self-assessment may include a checklist of information that is shared with personnel in the College’s Business Office or OSU Research Accounting to confirm that all requirements are being addressed.

In addition, the OSU Child Development Center Director reports about the fiscal activities of the program through periodic fiscal reports to the Parent Policy Council.

(updated 2013)