PRINCE GEORGES COUNTY PUBLIC SCHOOL - HEAD START PROGRAM

POLICY COUNCIL MEETING MARCH 16, 2016

Welcome & Sign-in

Meeting called to order at 10:40 a.m. by Elizabeth Keys-Levey

Attendees:
Sandra Kee Program Supervisor
Elizabeth Keys-Levy Chairperson, H. Winship Wheatley Representative
Deandra Harris Vice Chairperson, William Beanes Representative
Eleanor Washington Policy Council Secretary, Catherine T. Reed Representative
Genice Bobb Parliamentarian, Brandywine Representative
Rita Kenney Head Start Office, Parent Involvement Coordinator
Rise Gaines Program Design Management
Stephanie Eugene Head Start Fiscal Coordinator
Maribel Carino Jimenez Judge Sylvania Woods Alternate
Monica Carino-Flores H. Winship Wheatley Representative
Robin Parker State Representative
Laura Barbee-Matthews Early Childhood Supervisor
Minutes (Eleanor Washington)
No meeting notes were given to newly elected secretary from the February General members
meetings.
Guest Speaker Center Happenings (Barnaby Manor Rep)
Presentation was made detailing what is done at Barnaby Manor to gain parent participation with the
center and school.

Policy Council Meeting Guideline (Laura Barbee-Matthews)

Laura Barbee-Matthews went over the ground rules for our meetings. She handed out information
about the meeting. She informed the Council that we must come prepared for the meeting to be
effective:
1. Come prepared
2. Positive attitudes only
3. Turn cell phones off
4. Demonstrate respect for each other
5. Agree to disagree cheerfully
6. One person has the floor at a time
7. Demonstrate best manners
8. Sidebars not allowed

Supervisory Statistical Report (Sandra Kee)

ERSEA Federal-funded enrollment: 932
Actual enrollment this month: 929

Waitlisted: 152
Returning: 236

Environmental Health & Safety

We have currently 148 expired physicals. All 45-day screening requirements have been met.
Contractor have created and implemented a classroom presentation on Feeling Safe to be
presented to all Head Start Classrooms.

Nutrition
All second round body mass index screening has been completed with the help of the
Maryland University Nursing Student.
A new safety form was approved by the Policy Council and will be used to track Child Abuse
and Neglect reports.
The Menu Review Committee reviewed and selected a Head Start menu for April.

Parents, Family, and Community Engagement

99% Family Needs Assessments have been completed.
30% of parents/families enrolled children attended and engaged in a minimum of two parent
trainings/activities.
280 Family Partnership Agreements (FPAs) have been completed.

Program Governance
Parent Committee meetings will be conducted in 22 of 35 schools (63%).

Child Development and Education

Our Education Coordinator continues to recover and should return sometime in April. Other
master teachers continue to fill in until her return.
Classroom Scoring Assessments Scoring System (CLASS) will be March 21-23 2016.
The Head Start CLASS Act Team completed observations on all teachers and scores were
calculated.

Disabilities
Federally funded Enrollment/Percent Children with Disabilities: 93 children with IEPs = 10%.
70% students have IEPs for Developmental Delays
23% students have IEPs for Speech and Language Delay
A total of 35 students have been referred since the beginning of school.

Management Systems
Federal review for Fiscal/ERSEA (Eligibility, Recruitment, Selection, Enrollment, and
Attendance) will be the week of April 25, 2016.
Self-Assessment is now complete.
New Community Assessment is in process, completion anticipated by end of March.
Head Start received a letter of Overview of Findings from Federal office of Head Start.

Copies of Overview of Findings letter was distributed to all Policy Council Members for their
review.
Federal Office of Head Start identified 3 areas of deficiency within Prince Georges County
Head Start Program.
PGCPS Head Start program initially was given 10 days to make corrections and 5 days to
request 30- day extension. Extension was requested and granted by the Federal Office of
Head Start. Federal review of corrections made will be done April 1214, 2016.
If upon reviewing the PGCPS Head Start Programs corrective measures, the Federal Office of
Head Start determines them to be incomplete or inadequate the program will be terminated.
At the end of our current 5-year grant, we will be required to reapply and compete for the
Federal Head Start Grant.
Beginning February 18, 2016, all PGCPS staff and were retrained on Child Abuse and Neglect
with Mandatory Reporting. March 10, 2016, all PGCPS Head Start staff attended a separate
training session reviewing all policies and procedures as it relates to confidentiality, code of
conduct, mandatory reporting of child abuse, neglect, and cell phone usage.
Currently, PGCPS Head Start Program has made 3 reports to Child Protective Services
(CPS). Two of the three reports have been screened by CPS, one report was submitted
Tuesday, March 15, 2016, and status has not been received.
Cell phone usage has been restricted in the classroom unless being used for educational
purposes.
PGCPS Head Start Office and Head Start Policy Council are working diligently to complete an
action plan to ensure all areas of deficiency have been addressed.

Human Resources
PGCPS Head Start Program has one teacher vacancy.

Budget Report was approved on 3/9/16

Motion made by Robin Parker
Motion was seconded by Deandra Harris
Motion approved by Elizabeth Keys-Levy

Treasurer Report (Stephanie Eugene)

Head Start Program and Salaries and fringes Grant original award $7,567,116.00. Total
salaries and fringes 58.8% as of January 31, the remaining balance $3,110,242.81. 1425
Grant-Administrative Costs Total spent as of January 31 $4,451,873.19.
Parent Activity Fund
1426 Grant Budget $44,250.00. Total budget spent as of January 31 $10,638.96. Estimated
expenditures balance remaining $33,682.81. Debit card transactions total ($1,732.21).

*Budget Narrative Grant Report was approved on 3/9/16

Motion made by Robin Parker
Motion was seconded by Deandra Harris
Motion approved by Elizabeth Keys-Levy

PGCPS Head Start Grant Proposal

Deandra Harris gave an overview of the 2017 Fiscal Year Budget Narration and what was
involved in the process of designing the 2017 Fiscal Year Budget. The 2017 Fiscal Year
Budget Narrative will be included in the Grant Proposal.
The motion was made to vote to sign the Policy Council Grant Approval Statement.
Confirming the Policy Councils participation in the development of the Five Year Continuation
Grant Application and approved its submission by May 1, 2016. The vote to sign the Policy
Council Grant Approval Statement was unanimously approved.
After that Policy Council Chairperson signed Policy Council Grant Approval Statement. This
document states the Policy Council Members were involved in and aware of all decisions
made regarding the Grant Proposal. This signature page will be submitted with the Grant
Proposal.
*Meeting Adjourned at 12:45 p.m. by Elizabeth Keys-Levy