Regional Early Childhood Committees Charter

Approved June 2017

PURPOSE

The purpose of this document is to provide guidance for Regional Early Childhood Committees in order to improve consistency throughout the state, improve communication, clarify roles and responsibilities, andassist regions with planning and organization.

MISSION STATEMENT

“The mission of the Regional Early Childhood Committee is to advise and assist the Infant Toddler Program in the implementation of the early intervention system in the state, to provide information, and to coordinate and collaborate with community partners to support at risk young children and children with delays or disabilities and their families.”

ROLES AND RESPONSIBILITIES

The primary function of the Regional Early Childhood Committee is to serve as the link between the Infant Toddler Coordinating Council and the 7 regions of the state. The RECC is instrumental in implementing activities and initiatives at the local community level and serves to link the wide variety of agencies and entities that provide support to young children with delays or disabilities and their families.

An annual summer meeting of the regional chairs will be held in Boise each summer for training and networking. Alternately, the meeting can be facilitated via video conference.

All materials developed by the regional Committee must be pre-approvedby the Infant Toddler Coordinating Council before implementation or distribution.

AN ORGANIZATIONAL FRAMEWORK

The Regional Early Childhood Committees are a subsidiary of the Infant Toddler Coordinating Council. Reciprocity of information is crucial to the coordination, success and impact of the Council and Committees.

  1. Communication from the Central Office Infant Toddler Program to the Regional RECC Committee: The Central Office will post ITCC meeting minutes on the Infant Toddler Program webpage within 10 business days of the meeting, for review at the next meeting of the local RECC. Minutes of the monthly RECC Chair conference calls will be distributed to the RECC chairs within 10 business days.
  1. Communication from the RECC toITP Central Office: The Regional RECC Chair will provide a committee update (including membership changes) at each monthly conference call. A Committee roster will be submitted following the first RECC meeting in the fall.If the RECC does not have a Secretary to record minutes of the meeting the Infant Toddler Liaison will arrange to have the meeting recorded and the minutes transcribed and provided to the Chair.Meeting minuteswill be sent to the Central Office by the RECC Chair within 30 business days of the meeting.

YEARLY BUDGETAND PURCHASING

RECC Purchases

All funds that flow through to Regional Early Childhood Committees are subject to audit. Each committee has the responsibility to prepare an annual spending plan, receive approval on the plan from the Infant Toddler Program and spend accordingly.

All expenditures must follow the guidelines established by the state for meetings, meals, travel, etc.:

A. Meals and Refreshments at Entity-Sponsored Meetings
The State Board of Examiners recognizes the importance of sponsoring meetings and training sessions for specific purposes, and that refreshments and meals may be provided to ensure the best utilization of attendee time under the following criteria:

1) Refreshments:
a) The meeting has a published agenda where attendance is mandatory.
b) The meeting has an intended duration of three (3) hours or more as shown on the agenda.
c) There are five (5) or more attendees.
d) The total cost per attendee PER DAY cannot exceed the partial day per diem allowance for breakfast as established by the Board ($11.25)
a) The meeting has a published agenda and attendance is mandatory, for an identified business purpose.
b) The meeting has an intended duration of six (6) hours or more as shown on the agenda.
c) There are five (5) or more attendees.
d) The meeting's purpose is furthered by presentations or interpersonal exchange during the meal period.
e) The total cost per attendee cannot exceed the partial day per diem allowance for the period of the meal as established by the Board.
f) Location or scheduling conflicts are not sufficient grounds for a meal recess.

Examples of RECC spending and purchases include but are not limited to:

  • Child Find Activities
  • Parent travel expenses to attend RECC meetings
  • Parent child care expenses to attend RECC meeting
  • Reimbursement for travel expenses for projects such as delivery of early intervention outreach materials
  • Public awareness activities such as products that will support evidence-based early childhood intervention practices
  • RECC supplies such as mailing, copies, etc.
  • Other as approved (please contact the Infant Toddler Program).

RECC budgets may not be used for

  • Items that present a choking hazard for young children
  • Gifts
  • Meals that do not meet the state guidelines
  • Honorariums
  • Lobbying
  • Donations
  • Medical expenses

Examples of commonly approved expenditures:

  • Vendor tables to promote ITP at local events
  • Educating the community about early intervention
  • Collaborative screening activities with hospitals and health departments
  • Promotion of screening (child find) activities
  • Working with Part B to discuss transition from Part C to Part B
  • Screening outreach to local child care providers
  • Others as identified yearly by the Infant Toddler Coordinating Council

Budgetary Process and Timelines

The RECC Spending Plan is a tool for planning Committee activities and allocating funds to be used in the implementation of RECC activities. Committees use the RECC SpendingPlan to outline expenditures.The plan must be specific enough that others can read the plan and understand the activities. For example:

  • Outreach to homeless families with infants and toddlers: mileage for members to distribute ITP outreach materials to identified crisis centers, shelters, and other community locations

When Committee decisions regarding activities for the year are finalized (first or second meeting in the fall) the Committee maybegin allocating funds for activities through May 31st. Complete the RECC Spending Plan form, present the plan to the Committee at a regular meeting for approval and submit to the Infant Toddler Program Central Office for final approval by December 1st.

No RECC purchases shall be made prior to the submission and approval of a Spending Plan.Once a Spending Plan is approved, RECC purchases shall be obtained in one of two ways:

For items that can be purchased locally: purchased by the ITP Liaison via a Purchasing Card.

For items that must be ordered via a vendor: items will be ordered by the ITP Central office staff and shipped to the ITP program address.

The Infant Toddler Program liaison on each RECC shall serve as the “purchaser” for the Committee and will assure that Committee expenditures are submitted for payment.

Any needed revisions of 25% or moreto the RECC Spending Plan must be submitted to and approved by the Infant Toddler Program.

RECC Chairs and Infant Toddler liaison and Central office staff will assure that all expenditures are made before May 31st of each year.

Parent Travel Re-imbursement;when parents accrue mileage while traveling to and from RECC meetings they will record their mileage on the state Travel Expense Voucher Form. The Infant Toddler Liaison will submit the Travel Expense Voucher to the Central Office via Navision.

Child care reimbursement for parents; parents can be reimbursed for child care when they are attending RECC meetings or performing approved RECC activities. Parents must pay for their child’s care in advance and the Infant Toddler Program will reimburse their expenses. Infant Toddler Program RECC Liaisons will support parents in completing necessary documentation for reimbursement per the Child Care and Travel Reimbursement Policy for RECC or ITCC Meetings.

End of Document

HWUSERS/ITCC/RECC/ RECC charter approved June 2017