cattaraugus & wyoming counties project head start 2008 year end report cattaraugus & wyoming...

Cattaraugus & Wyoming CountiesCattaraugus & Wyoming CountiesProject Head StartProject Head Start

2008 Year End Report2008 Year End ReportPresented to the Board of Directors and Policy Council

Delevan -Franklinville - Warsaw

A Quick Review - Last Year’s Report

Towards a more certain future, with passage of Head Start Act – busy implementing it

Committees – Year in Review &Year Ahead – got a lot accomplished

Child Observation Record Over Time - seeing continuous improvement

NRS High Stakes Test – it was eliminated Preparing for an onsite review – by 9/30/09

Families are the of Head Start.

Some Implications of the New Head Start Act

We have revised Policy Council By-Laws. We have reviewed Board composition, and implemented

new conflict of interest provisions. We are working towards agreements with area schools

for ‘special education’ reasons and to coordinate with publicly funded preschool programs .

The management team reviewed and discussed each section of the Act.

This Year End Report contains new content to comply with the Act’s requirements for such a report.

Great minds begin at Head Start.

This Report and Implications of the New Head Start Act - Sec. 644

Each Head Start agency shall make available to the public a report published at least once in each fiscal year that discloses the following information from the most recently concluded fiscal year, except that reporting such information shall not reveal personally identifiable information about an individual child or parent:

(A) The total amount of public and private funds received and the amount from each source.

(B) An explanation of budgetary expenditures and proposed budget for the fiscal year.

(C) The total number of children and families served, the average monthly enrollment (as a percentage of funded enrollment), and the percentage of eligible children served.

(D) The results of the most recent review by the Secretary and the financial audit.

(E) The percentage of enrolled children that received medical and dental exams.

(F) Information about parent involvement activities.

(G) The agency's efforts to prepare children for kindergarten.

(H) Any other information required by the Secretary. This report, on the following pages, will address each of these requirements.


The total amount of public and private funds received and the amount from each source


Funding/Revenue Source 2008 2007 2006 2005 2004 2003 2002Head Start (basic) $2,355,612.00 $2,301,829.00 $2,321,800.00 $2,324,827.00 $2,280,685.00 $2,239,687.00 $2,239,687.00Head Start - Training $24,041.00 $24,041.00 $24,041.00 $24,041.00 $24,041.00 $24,041.00 $24,466.00Early Head Start (basic) $555,791.00 $555,791.00 $547,577.00 $547,632.00 $539,008.00 $528,439.00 $528,439.00Early Head Start - Training $13,691.00 $13,691.00 $13,691.00 $13,691.00 $13,211.00 $13,211.00 $0.00CACFP - Food Program $131,180.00 $127,637.00 $123,639.00 $124,888.00 $127,057.00 $129,503.00 $112,074.00Non-Federal - Cash (A) $340,247.00 $302,362.00 $249,005.00 $259,173.00 $233,298.00 $320,314.00 $252,263.00Non-Federal - Donated Goods & Services $739,109.00 $751,183.00 $759,383.00 $797,424.00 $803,959.00 $830,883.00 $775,162.00One Time Only Head Start Grants $7,300.00 $53,783.00 $103,448.00 $33,686.00 $176,676.00 $58,562.00 $5,111.00TOTAL $4,166,971.00 $4,130,317.00 $4,142,584.00 $4,125,362.00 $4,197,935.00 $4,144,640.00 $3,937,202.00

Head Start & Early Head Start Totals $2,956,435 $2,949,135 $3,010,557 $2,943,877 $3,033,621 $2,863,940 $2,797,703

(A) Non-Federal - Cash: 2008 2007Olean Schools 176,651$ 177,765$

NYS Grants 47,740$ 17,091$ Perry Schools 41,768$ 41,884$

Franklinville Schools 18,284$ 12,794$ Hinsdale Schools 6,856$ 6,204$

Salamanca Schools 37,318$ 33,944$ Renodin 2,000$ 2,000$

Asthma Found. -$ 3,000$ United Way 4,611$ 3,744$

Bottle $ 106$ 242$ Contributions 4,707$ 1,937$

Memorials -$ 495$ Bank Interest 205$ 1,262$

340,247$ 302,362$

An explanation of budgetary expenditures and proposed budget for the fiscal year

A detailed explanation of budgetary expenditures is included in our HHS grant application(s) which are subsequently approved by HHS.

The Board of Directors and Policy Council review and approve all Head Start & Early Head Start grant applications.

Note that for FY 2009, like in years past, HHS has approved our application in stages due to the federal budget constraints (i.e. only 25% of HS is FY 09 approved)

For FY 2009, our proposed federal budget is $2,949,135 (HS, EHS, HS T/TA, EHS T/TA). $737,284 is our non-federal (in-kind) budget requirement.

$1,624,729 personnel

$ 679,394 fringe benefits

$ 7,000 travel

$ 31,810 supplies

$ 26,753 contractual

$ 579,449 other


The total number of children and families served, the average monthly enrollment (as a percentage of funded enrollment), and the percentage of eligible children served

In 2007-08, there were 290 Head Start families served, reaching 306 children. Our slot level is 282.

In 2007-08, there were 61 Early Head Start families served, reaching 74 children. Our slot level is 50.

In 2007-08, the average monthly enrollment for Head Start was 99.6% and for Early Head Start is was 99%.

Based on 2007-08 slot levels (capacity) and our needs assessment, the percentage of Head Start eligible children served was 17.31% and the percentage of Early Head Start children served was 2.05%.


The results of the most recent review by the Secretary and the financial audit

We participated in the first Risk Management Meeting with HHS which required us to submit our 2008 Wage Comparability Report and a Dental Exam Completion Improvement Plan.

The results of the 2007 independent financial audit were reported to the Board of Directors, shared with Policy Council, and provided to HHS, NYS Dept. Health (CACFP) and United Way of Catt. Co.

To extent allowed by law, policy and procedure a copy of the independent audit report may be obtained by requesting it in writing to Mr. Fred Simons, Financial Manager at Head Start.

The 20087 audit reported that we were in compliance, had adequate internal controls that were material weaknesses, It had no disallowed or questioned costs and rendered an unqualified opinion. The 2006 recommendation for improvement that has been implemented was a review of general journal entries by the Director.


Our 2007 Audit Recommendations All Have Been Corrected

Segregation of Duties-Journal Entries. We recommend procedures be developed and implemented to ensure 1) accounting duties are segregated as much as possible and 2) review of journal entries is adequately documented.

Reconciliation of Fixed Assets. We recommend procedures be developed and implemented to ensure 1) fixed asset records are maintained in accordance with applicable Federal regulations and 2) fixed asset records are reconciled to the subsidiary ledgers.

Policies and Procedures. We recommend written financial policies and procedures be reviewed and updated by management.

Pay Rate Memos. We recommend procedures be strengthened to ensure 1) employee files contain required documentation and 2) pay rate memos are signed by the appropriate supervisor.


The percentage of enrolled children that received medical and dental exams


Performance Indicator 2006-2007

2007-2008

Dental Home At Enrollment 63% 62%Dental Home At End of Enrollment 71% 82%Received Professional Dental Exam 71% 81%

Diagnosed as Needing Dental Treatment 23% 31%Of those in need of treatment,

percent that received treatment68% 84%

Data 2007-08 Early Head Start Head Start# children 74 306# medical home * 74 306# needing medical treatment 13 18

Of # needing treament, # received medical treatment 13 18# with disability 23 83% with disability 31.1% 27.1%

* same number for start & end of year

Information about parent involvement activities

Activities and events have included: Co-Operative Extension trainings on Nutrition-Budgeting; Parent Orientation, Policy Council Training; Exploring Parenting, Health Care Institutes; Family Night activities; First-Aid; Parent Crafts; 1-2-3 Magic; Parent Committee/Center Meetings; Fatherhood initiatives; Dental Care Institutes.

Head Start had 191 volunteers were former or current HS or EHS parents while Early Head Start had 16 volunteers were former or current HS or EHS parents .

Policy Council remains a cornerstone of parent involvement. More information is in our Comprehensive Plan.


The agency's efforts to prepare children for kindergarten

These include, but are not limited to: revisiting transition improvement projects of years past aligning our curriculum with that of UPK program(s) the development and use of a summer activity kit the development of non financial agreements with area school

districts as required by the HS Act our overall structured approach to child development and

individualization parent involvement and education coordination with kindergarten screenings


Any other information required by the Secretary

To the best of our knowledge, there is no other information required.

Clearly, HHS will soon have a new Secretary. It is part of the new Presidency.


Federal Funding Fails to Keep Pace With Inflation – dire consequences loom

budget cpi

2002 $ 3,937,202 188.2

2008 $ 4,166,971 230.837

rate of change 5.8% 22.7%


Operations Committee – year in review

Money received from Renodin Grant & United Way for Exploring Parenting which was offered at all centers.

Scott Foresman PreK curriculum used in five Head Start classrooms.

New materials on disabilities, including children’s books, distributed to classrooms.

Transition packets completed for three years olds and four year olds and distributed to children in June.

Incorporated new regulations on eligibility requirements when recruiting and enrolling children in EHS or HS.


Operations Committee – year ahead

Increase parent involvement through suggestions from newly formed Parent Committee and mid-year survey Parent activities to be posted on Head Start website.

Scott Foresman curriculum usage increased to 6 classrooms.

Improve teacher team communication through required team meetings 3-4 times monthly.

EHS revision of socialization form to ensure documentation of link between socializations and home visits.


Administrative Committee – year in review

Renodin Grant Award Buffalo League Grant Award for Hearing Equipment-screenings have

begun United Way Grant Award, Day of Caring – Delevan Painting Project Lions Club for vision screening Great EHS attendance for Dental Institute EHS Retreat Supplemental Head Start Training Grant, more than allocation Reapplied for CCRR grant – not awarded NYS Member Item Funding – for bus repairs and AED’s Took delivery on two used NJ Head Start school busses


Administrative Committee – year ahead

Continue to diversify and expand sources of revenue

Prepare for HHS onsite review

Continue to manage the impact of Salamanca & Olean Church closings on respective centers

Increase number of EHS who complete dental exams

Increase number of EHS who complete lead screenings

Ensure that all self assessment goals are addressed


Health Services Advisory Committee –year in review

Collaboration with Lions organization to complete vision screenings at all sites.

Collaboration with local dental clinics to increase rate of dental exams.

Increase in direct Mental Health services to classrooms.

Acquisition and use of new audio screening equipment.

Increased EHS parent awareness of importance of dental care/exams.


Health Services Advisory Committee – year ahead

Continue to increase number of completed dental exams and treatment as per

Dental Risk Management Improvement Plan for EHS and HS children.

Seek funding for new vision screening equipment for retests and new

enrollees.

Implement AED equipment training & availability.

Increase PIR numbers across all EHS & HS categories.

Replace older equipment in food service administration.

Seek ways to increase counseling services for HS families.

Complete hearing screenings on all EHS children.

Increase number of EHS children with lead screening.


Child Observation Record Over TimeRecord Gains in 2007-08

Key Experience Percent Gain Key Experience Percent Gain Key Experience Percent Gain

Initiative Music and Movement Creative Representation

2001-02 17.4% 2001-02 14.1% 2001-02 16.5%

2002-03 13.9% 2002-03 14.8% 2002-03 7.2%

2003-04 19.4% 2003-04 26.9% 2003-04 16.7%

2004-05 27.4% 2004-05 31.6% 2004-05 22.7%

2005-06 26.9% 2005-06 32.9% 2005-06 26.4%

2006-07 28.9% 2006-07 51.2% 2006-07 39.1%

2007-08 33.0% 2007-08 38.2% 2007-08 43.1%

Social and Emotional Relations Language and Literacy Logic and Math

2001-02 16.5% 2001-02 19.0% 2001-02 16.2%

2002-03 12.5% 2002-03 10.1% 2002-03 12.8%

2003-04 21.4% 2003-04 19.4% 2003-04 19.3%

2004-05 29.4% 2004-05 24.6% 2004-05 25.4%

2005-06 27.7% 2005-06 26.6% 2005-06 35.8%

2006-07 38.7% 2006-07 44.3% 2006-07 51.0%

2007-08 41.1% 2007-08 43.7% 2007-08 53.4%

Great minds begin at Head Start

Child Observation Record Over Time – Big Gains in 2006-07


Child Observation Record Over Time – Big Gains in 2006-07

Great minds begin at Head Start

Preparing for an On Site Review –12/05 prior review, due by 9/30/09


The complete document can be accessed online at the Early Childhood and Knowledge Center (link at headstartnetwork.com web page) or directly at

http://eclkc.ohs.acf.hhs.gov/hslc/Program%20Design%20and%20Management/Head%20Start%20Requirements/FY%202008%20OHS%20Monitoring%20Protocol/OHS%20FY2009%20Monitoring%20Protocol_10.7.08.pdf

We have provided lots of staff development focused on the review, including an online pop quiz on Head Start performance standards.

The 2009 Office of Head Start Monitoring Protocol has been revised for FY2009 to incorporate requirements of the 2007 Head Start Reauthorization Act and to place a greater emphasis on the quality of the delivery and management of program services. The Protocol organizes elements of program performance standards and other program regulations into 11 sections against which compliance will be monitored.

According to the Act…we must provide Board & Policy Council certain information


Each Head Start agency shall ensure the sharing of accurate and regular information for use by the governing body and the policy council, about program planning, policies, and Head Start agency operations, including:

(A) monthly financial statements, including credit card expenditures;

(B) monthly program information summaries;

(C) program enrollment reports, including attendance reports for children whose care is partially subsidized by another public agency;

(D) monthly reports of meals and snacks provided through programs of the Department of Agriculture;

(E) the financial audit;

(F) the annual self-assessment, including any findings related to such assessment;

(G) the communitywide strategic planning and needs assessment of the Head Start agency, including any applicable updates;

(H) communication and guidance from the Secretary; and

(I) the program information reports.

cattaraugus & wyoming counties project head start 2008 year end report cattaraugus & wyoming...

Documents

new head

review year

passage of head

early head

fiscal year

committees year

years report

proposed budget