Badlands Head Start: Prenatal to Five

Policy Council Minutes

Meeting Date:September 17, 2014

PC Training:

PC Business Meeting:12:30 p.m. – 2:30 p.m.

Place:Belle Fourche Office and Kyle Office/Conference Call

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Roll Call:

Policy Council Members / Present / Absent
  1. *Kami Liggett (R)
/ X
*Michellea Bristow (A)
  1. *Bridget Vanderpool (R)
/ X-Phone
  1. *Ashley Secrest (R)
/ X
  1. *Kacie Turbiville (R)
/ X
  1. *Sara Pazie (R)
/ X-Phone
  1. *Loretta Plenty Arrow (R)
/ X
  1. *Prairie Rose Garnett (R)

*Deloris Brown (A) / X
  1. *Leslie Pawnee Leggins (A)
/ X
  1. *Leah Fire Thunder (R)
/ X
  1. *Anna Diaz (Takes the Shield)
/ X
  1. *Nicole Glines (R)
/ X
TOTAL / 4 / 7

Roll Call: Quorum Established? Yes

Seating/Unseating of Reps:

Training:

Additions to the Agenda: None

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Past Minutes:

  • August 27, 2014 Minutes: Review and Adoption
  • No questions or comments

Motion to approveJulyMinutesas presented

Motion made by:Ashley Secrest

Second by:Bridget Vanderpool

Motion carried

Old Business:

  • TREC Board of Directors Meeting Minutes–August
  • No questions or comments
  • Leadership Team Meeting and Program Services LT Meeting Minutes – August
  • No questions or comments
  • School Readiness & Alignment Project Report: August 31, 2014
  • Wanda read the update on School Readiness
  • No questions or comments
  • PFCE Framework Report: August 31, 2014
  • Performance Standard Info. Sheet went out to parents. This is now part of enrollment.
  • End of year surveys have come in but have not yet been compiled
  • 2013-14 Self-Assessment Summary of Findings
  • A number of items have been completed – documented on the Self-Assessment and closed.
  • Website Development Phase 2 Contract – Digital Designs Update
  • Training in Spearfish at Digital Designs on Thursday for Bev Smith, Tammy McDaniel, Wanda Dunn, and Hazel Vilhauer. We are moving forward with this project.
  • ED Hiring Committee Update
  • We have been getting a lot of emails requesting applications which Dorothy has emailed out; she has only received one back.
  • The job is still advertised in several papers, online, and at the labor dept.
  • Sara had some suggestions on other places that we may advertise. Dorothy explained that a lot of money has gone into advertising already, and we are hopeful that we will get more applications.
  • If we don’t get any applicants, the board may have to re-consider education requirements.
  • 2014-15 Grant Application Update
  • We were approved for our 2014-15 Grant which did include the Butte Co. Center
  • Buffalo Contract for Deed Refinance Update
  • Candice Terry indicated in an e mail that federal approval has been given for refinancing and a letter was mailed. When that is received, the bank will proceed.
  • 2014 Maintenance & Improvements Projects Update
  • Newell Project has been completed
  • Enrollment Update
  • Wanda reviewed
  • Head Start Current enrollment – 65 for Head Start (should have 134) – We have 32 possible children in Shannon/Bennett that we can enroll when we get staff
  • Early Head Start – at 41 and should be at 60.
  • Shannon/Bennett- JoAnn started home visits this week with 8 children
  • Bison – at 11 with 1 on wait list
  • Perkins EHS – at 7 with 0 on wait list
  • Butte Co. Center – have 8
  • Butte Co. HS Home based – We are half way there. We need to recruit, recruit, recruit
  • Butte Co. EHS – we are short several
  • Dorothy commented that she and Wanda are going to make up a plan for a staggered start in Shannon/Bennett for Linda Fiock at the Regional Office. We want to be transparent so that when the 30th comes around and we are not fully enrolled, they will know what we are doing to correct this.
  • Federal Monitoring Protocol Review: Corrective Action Plan to Address Noncompliances
  • Dorothy has updated the Corrective Action Plan with dates on what has been completed.
  • Dorothy will be sending examples of how the new forms are being used to Linda Fiock at the Regional Office.
  • We still need to go through the Job Descriptions, but we are progressing very well. Education training and individualizing are not yet complete. But Cheryl has told Dorothy, they will be complete by the 25th.
  • 2011-16 TREC – Badlands Head Start Prenatal to Five Phase III Strategic Plan Updates – No Update

New Business:

  • Financial Summary Reports: August 31, 2014
  • Dorothyreviewed
  • We will have training money left over (approximately $12,500). Typically that is used up on college classes, but we didn’t have people taking classes this past year. We will let Linda Fiock know that we will be returning this money.
  • In-kind- Income was met last grant year.
  • For the month of September, in-kind is not coming in as it could be on the HS side, but Lemmon Center is the only one up and running right now. Dorothy sent out an email reminding people to get in-kind in.
  • Full Credit Card Report, CANS Report, USDA Saving Acct. , Hunger Relief Statement, SD Community Foundation Assessment report

Motion to approve Financial Summary Reports as presented

Motion made by:Nicole Glines

Second by:Ashley Secrest

Motion carried

  • 2013-14 Cash Flow Projection Reports
  • 2013-14 grant year – all money is expended. Haven’t paid for everything yet, but by next month, everything should be paid out and expended.
  • T/TA money (approximately $12,500) will be going back
  • Dorothy presented a purchase request for a furnace for the Administration Office in Belle.
  • This item is over $5000 and was not in the original 2013-14 budget.
  • Bids were sent out and the furnace will be approximately $5500.00.
  • If Bev has money left in EHS, we would like to purchase a second furnace for the Administration Office.

Motion to approve the purchase of a furnace for the Administration Office in Belle Fourche and approval to purchase second furnace if funds are available

Motion made by: Ashley Secrest

Second by: Nicole Glines

Motion carried

  • Form 425
  • Dorothy reviewed
  • We do this form 3 times a year. (At the end of 6 and 12 months, and a final one)
  • It shows the approximate amount of money being sent back for T/TA.
  • Nicole Glines asked about sponsoring training through SDHSA. Dorothy commented that the training had to occur by 8/31/14

Motion to approve the Form 425

Motion made by: Ashley Secrest

Second by: Bridget Vanderpool

Motion carried

  • 2013 TREC Annual Report
  • This is the revised Annual Report that Doug completed. We did not have sufficient information in the Annual Report Summary on Aggregation and Individualization (TREC’s efforts to prepare children for kindergarten). The revised report has this information included.

Motion to approve the Revised Annual Report with corrections as presented

Motion made by: Ashley Secrest

Second by: Nicole Glines

Motion carried

  • 2013-14 PIR - EHS-HS Grant Information Report
  • 2013-14 PIR - EHS-HS Grant Level Performance Indicators Report
  • 2013-14 PIR - EHS-HS Grant Level Performance Indicators Report – Grant, State, National
  • 2013-14 PIR - Health Services Report
  • 2013-14 PIR - EHS Health Services Report

Motion to approve PIR Reports as presented

Motion made by: NicoleGlines

Second by: Ashely Secrest

Motion carried

  • Organizational Chart
  • Includes all of the new Butte Co. people that were voted on at the last meeting.
  • This is not current as we had some positions that were filled at the last meeting, that are now open in Butte Co. We are re-advertising these positions.
  • Tammy will revise and email you the updated Organizational Chart
  • Summary of Operations Report: August 31, 2014
  • Ended the year pretty strong with Health
  • Head Start is just beginning their year, so numbers are not apparent at this time.
  • Went down a little on home visits for EHS
  • Dorothy commented that all of the direct service staff, Leadership Team and the board are getting weekly updates on all of the 45 day, 90 d ay, and home visit requirementsso that we are careful not to have any issues with the non-compliances. This seems to be working well.

Motion to approve Summary of Operations Report

Motion made by:Nicole Glines

Second by:Bridget Vanderpool

Motion carried

  • Policies, Procedures & Forms - None
  • Terminations/Resignations –
  • Resignation: JS (HS Asst. Teacher – Butte Co.)
  • Termination due to job abandonment: JVM (HS Nutrition Support – Butte Co.)

Motion to approve resignation of JS and the termination of JVM

Motion made by: Nicole Glines

Second by: Ashley Secrest

Motion carried

  • Hiring Recommendations: None
  • We have none at this time. We are waiting on background checks for one Shannon/Bennett Home Visitor
  • Hiring in Process:
  • HS Assistant Teacher – Butte Co.
  • HS Nutrition Support – Butte Co.
  • EHS Home Visitor – Perkins
  • HS ASM – Shannon/Bennett(had ASM candidate that was down to the background checks but called this week and has taken a job as principal)
  • HS Home Visitor – Shannon/Bennett (3)(Waiting on background checks for one applicant)
  • HS Health & Family Services Support – Shannon/Bennett(not taking apps at this time)
  • HS Nutrition & Office Support – Shannon/Bennett (not taking apps at this time – focusing on HV positions)
  • HS Teacher – Bison (we are currently advertising for this position, Julia Lermeny will be filling in until we hire someone)
  • Information Memorandums:
  • ACF-IM-HS-14-04 Transportation: Bus Safety; Redundant Safety System
  • NHSA and SDHSA Reports- None
  • Parent Committee Meeting Reports & Requests–None

Motion to adjourn the meeting

Motion made by: Ashley Secrest

Second by:Nicole Glines

Motion carried

Next Meeting Date:October 22, 2014 Time: 12:00-2:30

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