Cattaraugus & Wyoming Counties Project Head Start 2007

Report
Cattaraugus & Wyoming Counties
Project Head Start
2008 Year End Report
Presented to the Board of Directors and Policy Council
Delevan -Franklinville - Warsaw
Families are the
of Head Start.
A Quick Review - Last Year’s Report


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

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
Great minds begin at Head Start.
Some Implications of the New
Head Start Act

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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.
Families are the
of 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.
Great minds begin at Head Start.
The total amount of public and private funds
received and the amount from each source
Funding/Revenue Source
Head Start (basic)
Head Start - Training
Early Head Start (basic)
Early Head Start - Training
CACFP - Food Program
Non-Federal - Cash (A)
Non-Federal - Donated Goods & Services
One Time Only Head Start Grants
TOTAL
2008
$2,355,612.00
$24,041.00
$555,791.00
$13,691.00
$131,180.00
$340,247.00
$739,109.00
$7,300.00
$4,166,971.00
2007
$2,301,829.00
$24,041.00
$555,791.00
$13,691.00
$127,637.00
$302,362.00
$751,183.00
$53,783.00
$4,130,317.00
2006
$2,321,800.00
$24,041.00
$547,577.00
$13,691.00
$123,639.00
$249,005.00
$759,383.00
$103,448.00
$4,142,584.00
2005
$2,324,827.00
$24,041.00
$547,632.00
$13,691.00
$124,888.00
$259,173.00
$797,424.00
$33,686.00
$4,125,362.00
2004
$2,280,685.00
$24,041.00
$539,008.00
$13,211.00
$127,057.00
$233,298.00
$803,959.00
$176,676.00
$4,197,935.00
2003
$2,239,687.00
$24,041.00
$528,439.00
$13,211.00
$129,503.00
$320,314.00
$830,883.00
$58,562.00
$4,144,640.00
2002
$2,239,687.00
$24,466.00
$528,439.00
$0.00
$112,074.00
$252,263.00
$775,162.00
$5,111.00
$3,937,202.00
$2,956,435
$2,949,135
$3,010,557
$2,943,877
$3,033,621
$2,863,940
$2,797,703
Head Start & Early Head Start Totals
(A) Non-Federal - Cash:
Olean Schools
NYS Grants
Perry Schools
Franklinville Schools
Hinsdale Schools
Salamanca Schools
Renodin
Asthma Found.
United Way
Bottle $
Contributions
Memorials
Bank Interest
$
$
$
$
$
$
$
$
$
$
$
$
$
2008
176,651
47,740
41,768
18,284
6,856
37,318
2,000
4,611
106
4,707
205
$
$
$
$
$
$
$
$
$
$
$
$
$
2007
177,765
17,091
41,884
12,794
6,204
33,944
2,000
3,000
3,744
242
1,937
495
1,262
$
340,247
$
302,362
Families are the
of Head Start.
An explanation of budgetary expenditures
and proposed budget for the fiscal year
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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
Great minds begin at Head Start.
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

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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%.
Families are the
of Head Start.
The results of the most recent review by the
Secretary and the financial audit
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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.
Great minds begin at Head Start.
Our 2007 Audit Recommendations
All Have Been Corrected
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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.
Families are the
of Head Start.
The percentage of enrolled children that
received medical and dental exams
Data 2007-08
# children
# medical home *
# needing medical treatment
Early Head Start
74
74
13
Head Start
306
306
18
13
23
31.1%
18
83
27.1%
Of # needing treament, # received medical treatment
# with disability
% with disability
* same number for start & end of year
Performance Indicator
Dental Home At Enrollment
Dental Home At End of Enrollment
Received Professional Dental Exam
Diagnosed as Needing Dental Treatment
Of those in need of treatment,
percent that received treatment
20062007
63%
71%
71%
23%
68%
20072008
62%
82%
81%
31%
84%
Great minds begin at Head Start.
Information about parent involvement
activities
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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.
Families are the
of Head Start.
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
Great minds begin at Head Start.
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.
Families are the
of Head Start.
Federal Funding Fails to Keep
Pace With Inflation – dire consequences loom
10.00%
8.00%
6.00%
4.00%
inflation Rate
2.00%
Rate of Change in Budget
0.00%
2003
2004
2005
2006
2007
2008
-2.00%
-4.00%
budget
cpi
2002
$
3,937,202
188.2
2008
$
4,166,971
230.837
rate of change
5.8%
22.7%
Great minds begin at Head Start.
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.
Families are the
of Head Start.
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 34 times monthly.

EHS revision of socialization form to ensure documentation of link
between socializations and home visits.
Great minds begin at Head Start.
Administrative Committee – year in
review
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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
Families are the
of Head Start.
Administrative Committee – year
ahead
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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
Great minds begin at Head Start.
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.
Families are the
of Head Start.
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.
Great minds begin at Head Start
Child Observation Record Over Time
Record Gains in 2007-08
Key Experience
Percent Gain
Initiative
Key Experience
Percent Gain
Music and Movement
Key Experience
Percent Gain
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%
Families are the
of Head Start.
Child Observation Record Over Time –
Big Gains in 2006-07
Initiative
Social and Emotional Relations
40.0%
50.0%
30.0%
40.0%
20.0%
30.0%
10.0%
20.0%
0.0%
200102
10.0%
200203
200304
200405
200506
200607
200708
0.0%
2001-02 2002-03 2003-04 2004-05 2005-06 2006-07 2007-08
Music and Movement
Language and Literacy
50.0%
60.0%
40.0%
50.0%
30.0%
40.0%
20.0%
30.0%
10.0%
20.0%
0.0%
200102
10.0%
200203
200304
200405
200506
200607
200708
0.0%
2001-02 2002-03 2003-04 2004-05 2005-06 2006-07 2007-08
Great minds begin at Head Start
Child Observation Record Over Time –
Big Gains in 2006-07
Creative Representation
50.0%
45.0%
40.0%
35.0%
30.0%
25.0%
20.0%
15.0%
10.0%
5.0%
0.0%
200102
Logic and Math
60.0%
50.0%
40.0%
200203
200304
200405
200506
200607
200708
30.0%
20.0%
10.0%
0.0%
200102
200203
200304
200405
200506
200607
200708
Families are the
of 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/He
ad%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.
Great minds begin at Head Start.
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.

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