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 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 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 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 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 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 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 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 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 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.