September 28, 2007

The meeting was called to order by Vice Chairperson Denise DeLoach at 10:20 a.m.

Roll call was taken by Chris Gregorich, Head Start Executive Secretary.  A quorum was met for the purpose of conducting business.  

Those in attendance were:

Denise DeLoach

Carmen Butts

Annette Long

Liesl Rozniarek

Michelle Thompson – arrived at 10:30 a.m.

Mateo Ramos

Brandy Trosper

Chris Gregorich – Executive Secretary to the Executive Director

Kathy Guajardo - Executive Director

Pastor Greg Robertson - Parliamentarian

Absent from the meeting were:

Christine Ross

Robin Bontrager - Excused

Lisa Pace

Genevieve Waldron

Tearra Wright

Agenda:

A vote was taken for the Approval of the Adoption of the Agenda and all were in favor.

Approval of Minutes:

A motion was made by Carmen Butts to approve the agenda and seconded by Annette Long.  A vote was taken and all were in favor.

Director’s Report:

Included in the packet was the same report from Kathy that was presented in the Board meeting as well.  Head Start Admin. Staff had a busy summer this year as we worked toward preparing for fall.  Full enrollment was met on August 22, 2007 with 1020 children enrolled.  Kathy discussed enrollment, 886 children attended the first day of school and 134 children were absent due to transportation problems or change of status.  Some of the enrolled Head Start children were able to test into Kindergarten since their birth dates were around September 1, which enabled them to start Kindergarten.  That is another reason why some of the children did not attend the first day of school, because we were unaware that they were enrolled in Kindergarten.  Annette discussed that the parents should be aware of the Kindergarten days may be shorter than the Head Start days and that the children may benefit more by attending Head Start. 

Kathy stated that the technology systems need to be reviewed and revised.  Each School system is using different software.  It is very difficult to get each school system their information.  The PIR Report is attached.  The report must be filed by August 31 of each year.  Data is collected through-out the year and entered into ChildPlus.  In the future, we will work with the school corporations and our data collection process. 

Kathy presented the PIR Report and addressed questions asked by the Council.  Kathy presented the revised FAA, and explained the revised amended budget process.  The Consortium has been approved for the budget request.  The Board and Policy Council have given authorization to move the funding for the remaining of the last quarter to transportation and training for the Head Start administrative office. 

We started screening children on Parent Orientation and it worked out well.  There are some minor areas that need to be perfected, but the Head Start Management Team will continue to have follow-up meetings with school personnel to refine the process.  A letter was also enclosed for the appreciation of turning in paperwork in a timely manner.

Head Start will be offering Workplace Spanish classes for employees who will be interested in learning Spanish.  Ivy Tech will be coming to Head Start starting Oct. 12, 2007, every Friday for two sessions at about 1 ½ hours per session through Dec. 2007. 

This fall, we revised the collection of Child Outcomes Data, so that school corporations can have information that will be useful for their needs.  In January and in the spring it will be reassessed. 

Policy Council Chairperson’s Report:

Christine Ross was unable to attend today’s meeting.

Board Member’s Report:

The minutes were included in your packets.  The Board also discussed the Fairfield School Corporation formerly withdrawing from the Head Start Program.  We now only have 11 instead of 12 school corporations.  Dr. Stahly moved that the Goshen School Corp. would accept the over flow of children at Waterford Schools.  Annette asked why Fairfield decided to withdraw.  Kathy discussed that the enrollment was very low.  Kathy said that some low income housing in the area may be built and if the need arises for children to attend, then it was noted by the Board that Fairfield is welcome to come back.

Kathy discussed that any line items that still had funds left over needed to be moved to areas that need to be paid.  The Board also voted to increase the retirement plan by 1% as well as Kathy’s salary by 1%. 

Action Agenda:

07-0919-01      Approval of Personnel Actions included in the Human Resources Report

The HR Report was presented and Annette asked why the one employee would not sign the agreement.  Kathy discussed that normal hours are 37.5 and any overtime needed to be approved by the Director and the employee said that wasn’t enough time to do the work in the quality needed.  Kathy said that the contract could not be revised for this person only.  The employee would not sign the contract and Kathy asked the employee did he understand that if you did not sign the agreement then you would not have a position here at the Consortium.  Annette was also asking why is a normal day 37.5 hours and not 40 hours.  Kathy answered that we are mirrored with the School system and they work 37.5 hours.  A motion was made by Annette Long to approve the agenda and seconded by Liesl Rozniarek.  A vote was taken and all were in favor.

07-0919-02      Approval of Distribution of Payroll, Summary of Actual Expenditures

The Board voted to take the remaining of the funds to reconcile the rest of the bills.  Jimtown never received their school equipment from four years ago when the Consortium was formulated.  Ten thousand dollars ($10,000) or so will be set aside for the purchase of new equipment for this classroom.  If a site closes such as Fairfield, that equipment will be transferred to Jimtown and other schools that are in need.  The fall zone for Lafayette will cost $2,500 to $5,000.  This foam will replace the mulch used and it will not have to be replaced every year.  Computers will be purchased for staff, their computers are over four years old and we will have $5,000 for replacing the computers.  We will be purchasing monogrammed suitcases for the homework kits that are being put together.  An electronic audio meter will be purchased to share for the hearing screening.  As chairs are breaking, we will be replacing them with wood chairs over the next few years.  After the children are taken care of the rest will go to transportation.  HHS has approved for the money to go to transportation and training.  The training piece, the Board’s biggest concern from the community comments, how does the IEP meet the federal guidelines.  Consultants were secured to review the information and made their recommendations.  A motion was made by Brandy Trosper to approve the agenda and seconded by Michelle Thompson.  A vote was taken and all were in favor.

07-0919-03      Approval to Amend the Employee Handbook

Kathy reviewed the changes with the Policy Council.  A motion was made by Annette Long to approve the agenda and seconded by Michelle Thompson.  A vote was taken and all were in favor.

07-0919-04      Approval to Amend the Elkhart & St. Joseph Counties Head Start Consortium Budget

A motion was made by Brandy Trosper to approve the Amended Budget and seconded by
Liesl Rozniarek.  A vote was taken and all were in favor.

Adjournment:

A motion was made by Carmen Butts for adjournment and seconded by Brandy Trosper.  A vote was taken and all were in favor.  The meeting was adjourned.

For the leadership conference, former Policy Council members will be there to present and train the new Policy Council members.  This will be held on Tuesday, November 13, 2007.

November 30, 2007 will be the changing of the Guard.

Respectfully submitted by

Chris Gregorich