Cattaraugus & Wyoming Counties Project Head Start 2009 Year End Report Presented to the Board of...

Cattaraugus & Wyoming CountiesCattaraugus & Wyoming CountiesProject Head StartProject Head Start2009 Year End Report2009 Year End ReportPresented to the Board of Directors and Policy CouncilPresented to the Board of Directors and Policy Council

A Quick Review of 2009A Quick Review of 2009

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

Child Observation Record Over Time - seeing continuous improvement

Federal Onsite Review – findings have been addressed; lots of strengths

Expansion – received Head Start expansion for 34 slots; Early Head Start expansion application still pending

Spending – audit pointed out we spent our ‘reserves’ on programming in 2008 to cover costs

Needs Assessment – it was updated; there are a lot of potentially eligible Head Start & Early Head Start children unserved

Families are the of Head Start.

Some Changes on the HorizoSome Changes on the Horizonn

We will revise Policy Council By-Laws to take effect 1/1/10 to include expansion slots.

We will be implementing Early Reading First in Olean.

One Time Stimulus (ARRA) funding goes away.

We have been nominated by NYS Governor Paterson to be considered as a Center of Excellence, one of ten, in accordance with the Head Start Act of 2007.

Great minds begin at Head Start.

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


Total Amount of Public & Private Funds Total Amount of Public & Private Funds Received and the Amount from Each Received and the Amount from Each SourceSource


Funding/Revenue Source 2009 2008 2007Head Start (basic) 2,355,612$ 2,355,612$ 2,301,829$ Head Start - Training 24,041$ 24,041$ 24,041$ Early Head Start (basic) 555,791$ 555,791$ 555,791$ Early Head Start - Training 13,691$ 13,691$ 13,691$ CACFP - Food Program 138,255$ 138,080$ 127,637$ Non-Federal - Cash (A) 295,453$ 345,919$ 302,362$ Non-Federal - Donated Goods & Services 763,075$ 770,192$ 751,183$ One Time Only Head Start Grants 204,451$ 7,300$ 53,783$ TOTAL FUNDING/REVENUE 4,350,369$ 4,210,626$ 4,130,317$

Head Start & Early Head Start Total Funding/Revenue 3,153,586$ 2,956,435$ 2,949,135$

(A) Non-Federal - Cash: 2009 2008 2007Olean Schools 149,920$ 183,651$ 177,765$ NYS Grants 6,697$ 47,740$ 17,091$ Perry Schools 42,712$ 41,768$ 41,884$ Franklinville Schools 17,285$ 14,634$ 12,794$ Hinsdale Schools 13,533$ 8,709$ 6,204$ Salamanca Schools 38,382$ 37,318$ 33,944$ Renodin 1,000$ 2,000$ 2,000$ Asthma Found. -$ -$ 3,000$ United Way 5,948$ 5,080$ 3,744$ E-Rate 9,670$ -$ -$ Fund-raisers 2,531$ 106$ 242$ Contributions 7,769$ 4,707$ 1,937$ Memorials -$ -$ 495$ Bank Interest 6$ 205$ 1,262$ TOTAL 295,453$ 345,919$ 302,362$

An Explanation of Budgetary An Explanation of Budgetary Expenditures and Proposed Budget for Expenditures and Proposed Budget for the Fiscal Yearthe Fiscal Year A detailed explanation of budgetary expenditures is included in our

HHS grant application(s) which are subsequently approved by HHS. In 2009, the Board of Directors and Policy Council reviewed and

approved all Head Start & Early Head Start grant applications. ARRA (stimulus) funding came in stages: Permanent and

Temporary COLA and Quality, Program Improvement, as well as Head Start Expansion funds were granted. These funds are not in the chart below.

Our FY 2010, or 1/1 to 12/31, proposed federal budget is $3,043,526 (HS, EHS, HS T/TA, EHS T/TA). $760,882 is the non-federal (in-kind) budget requirement for FY 2010, an increase of $23,598 from the prior year.


COST CATEGORY HEAD START HEAD START TRAINING

EARLY HEAD START

EARLY HEAD START TRAINING

TOTAL

Personnel 1,293,261$ -$ 332,627$ -$ 1,625,888$

Fringe Benefits 538,923$ -$ 105,965$ -$ 644,888$

Travel -$ 1,000$ 1,000$ 5,000$ 7,000$

Equipment -$ -$ -$ -$ -$

Supplies 24,985$ 650$ 9,350$ 300$ 35,285$

Contractual 29,468$ -$ 6,160$ -$ 35,628$

Construction -$ -$ -$ -$ -$

Other 541,057$ 27,064$ 117,696$ 9,020$ 694,837$

TOTAL 2,427,694$ 28,714$ 572,798$ 14,320$ 3,043,526$

Total number of children and Total number of children and families servedfamilies served Average monthly enrollment as a Average monthly enrollment as a percentage percentage of funded of funded enrollment enrollment Percentage of eligible children Percentage of eligible children servedserved In 2008-09, there were 291 Head Start families served, reaching 307

children. Our slot level is 282. Head Start expansion of 34 slots will go into effect in January 2010.

In 2008-09, there were 57 Early Head Start families served, reaching 75 children. Our slot level is 50.

In 2008-09, the average monthly enrollment for Head Start was 99.6% (one slot down, one month) and for Early Head Start it was 100%.

The updated needs assessment showed an increase in the number of potentially eligible children, largely due to the slumping economy. The percentage of Head Start eligible children served was 12.2% and 1.4% for Early Head Start based on number of slots divided by estimated number eligible - 282/2,315 for Head Start and 50/3,472 for Early Head Start.


The Results of the Most Recent Review The Results of the Most Recent Review by the Secretaryby the Secretary

We participated in our second annual Risk Management Meeting with HHS in June of 2009. There were no actions required of us as a result unlike the first year whereby we submitted our 2008 Wage Comparability Report and a Dental Exam Completion Improvement Plan.

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.

In June of 2009, HHS conducted an extensive onsite review as part of its triennial cycle of reviews. The report was received August 26th and there was 120 days to correct two areas of non-compliance: 1304.51g for Head Start concerning recordkeeping systems for child/family data and 645(a)(B)(iii)(ii)(bb) concerning prioritization for selection especially the 100-130% income level for both Head Start and Early Head Start. Both were addressed and it was so indicated within our 2010 grant application submitted late September 2009.


About Our 2008 AuditAbout Our 2008 Audit Another year with a clean – unqualified audit opinion. The results of the 2008 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.

Other matters suggested to improve the operating efficiency of the organization were:◦ The depletion of cash reserves…and recommendation we develop a

cash reserve again. We made our 2009 budget more realistic – removing unrealistic placeholders, not filling the job of Administrative Assistant for Technology, and are building the reserve thanks to such things as e-rate and other initiatives.

◦ Late payment of invoices and federal draw downs. We altered, to extent possible, our various contracts (such as for Universal Pre-K funds from school districts) the payment schedules so we have more cash on hand sooner.

◦ Information Technology and Accounting. We are now revising our computer access rights, user names, and passwords both for new client data software and other purposes.

◦ Cash Accounts. We reviewed our four cash accounts and determined there is still a need for four separate accounts.


The Percentage of Enrolled Children The Percentage of Enrolled Children that Received Medical and Dental that Received Medical and Dental ExamsExams


Data 2008-09 Early Head Start Head Start# children 75 307# medical home 75 307# needing medical treatment 7 45

of # needing treatment, # received medical treatment 7 45# with disability 14 87% with disability (# with / # children) 18.7% 28.3% similar data and outcomes in 08-09 – no significant change; EHS % with disability went down

Performance Indicator 2006-2007 2007-2008 2008-2009Dental Home At Enrollment 63% 62% 80%Dental Home At End of Enrollment 71% 82% 94%Received Professional Dental Exam 71% 81% 94%Diagnosed as Needing Dental Treatment 23% 31% 24%Of those in need of treatment, percent that received treatment

68% 84% 84%

Information about Parent Involvement Information about Parent Involvement ActivitiesActivities

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

Head Start had 481 total volunteers in 2008-09, of whom 91 were current or former HS or EHS parents while Early Head Start had 249 total volunteers, of whom 104 were current or former 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 The Agency's Efforts to Prepare Children for KindergartenChildren 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)

providing families with a summer activity kit

maintaining the of non financial agreements with area school districts as required by the HS Act now in place with all school districts

our overall structured approach to child development and individualization

parent involvement and education

coordination with kindergarten screenings

articles in our parent newsletter Head Start Highlights


Any Other Information Required by Any Other Information Required by the Secretarythe Secretary

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

From the program perspective, HHS is still settling into its role with Head Start within this new Presidential administration.



According to the Act… According to the Act… We Must and We Did Provide We Must and We Did Provide Board & Policy Board & Policy Council Certain Council Certain InformationInformationEach 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.

Operations Committee Operations Committee 2009 Self Assessment 2009 Self Assessment


Area ReviewedBooklet number

Areas where the program is working well.

Areas where the program needs improvement.

Additional areas of concern.

Child Development & Health Services: IndividualizationBooklet 10

Classrooms have child-directed activities. Teacher adapts to individual child.

Continued effort to adapt to each child’s individual learning style.

Child Development & Health Services: Curriculum & AssessmentBooklet 12

Curriculum recognizes that children have individual rates of development. Assessment is based on ongoing observations.

Utilizing observations and assessments to individualize curriculum.

Computer system doesn’t always support COR data input.

Family & Community Partnerships: Family Partnership BuildingBooklet 13

Staff has a Family Partnership Agreement with each family as evidenced in family goal forms in child files and parent surveys,

Review of child files two times yearly to ensure timely family goals and FPA completion.

Family & Community Partnerships: Parent InvolvementBooklet 14

Staff encourages parent involvement as evidenced in attendance at center functions (HCI, Exploring Parenting, Literacy events, volunteering in classroom, etc.).

Continued effort to encourage parent involvement is needed, particularly reaching out to fathers. The Parent Involvement Committee will continue to meet.

Family & Community Partnerships: Community & Child Care PartnershipsBooklet 15

Staff makes many referrals to community agencies and we receive referrals from agencies as evidenced in child files, waiting lists, and monitoring reports.

Ongoing networking and/or training with other community agencies is a continued necessity to retain good rapport, knowledge, and contacts which lead to referrals.

Communication with itinerant service workers is essential to assist in their understanding of Head Start regulations & center rules.

Program Design: Eligibility, Recruitment, Selection, Enrollment, AttendanceBooklet 16

Enrollment of children with disabilities is consistently over the required 10%.Full enrollment is consistently reported to OHS.

Strengthen monitoring & tracking systems & revise our ERSEA policies to reflect changes in Head Start regulations.

Reliable computer system to track ERSEA would be ideal.Transportation is always an issue with attendance.

Using Child Outcomes in Program Self-AssessmentBooklet 18

The COR coordinates and supports the Head Start Child Outcomes recognizing all categories.

Continued effort to utilize outcomes in individualization.

Health Services Advisory Committee Health Services Advisory Committee 2009 Self Assessment2009 Self Assessment


Area Reviewed:Booklet Number

Areas where the program is working well.

Areas where the program needs improvement.


Prevention and Early InterventionBooklet 8

Audio and Vision screenings completed by our Nurses and the Lions’ See program

Obtaining lead screen @ 2ys.

Tracking & Follow upBooklet 9

Monthly FSA Health Tracking Prompt screening retests File Organization (Mgt. Team will complete quarterly file review)

Disabilities’ ServicesBooklet 11

Seamless services to nearly 30% of the Head Start childrenStrong partnerships with school districtsStrong partnerships with EI.

Prompt screening retests

Facilities, Materials, Equipment, TransportationBooklet 17

Facilities Inspections (Chuck)Classroom Sanitation Checklists(Teachers)Monthly Fire/Bus Drills(Karen)

Bus Fleet is agingCurrent funding restricts vehicle replacement

Extra vigilance related to hand washing/sanitation due to expected H1N1 fluEHS vehicles aging will not be DOT’d much longer.

Mental HealthBooklet 19

Timely screening/referral for atypical behavior.Consultants/Counselor available on regular schedule

Need to increase counselor services to HS/EHS families

Classrooms need to implement “1-2-3 Magic” program consistently

Administrative Committee Administrative Committee 2009 Self Assessment2009 Self Assessment


Area Reviewed Booklet number

Areas where the program is working well. Areas where the program needs improvement.


Human Resources Booklet 6

Continue to provide teachers opportunities for continued education to meet Head Start Act requirements.

Developing training plans with/for employees.

To continue to recruit and retain employees that meet qualifications as set by Head Start Act at the wages we can pay.

Communication Booklet 3

Many different ways that we communicate with families-have tried to be creative to remain effective.

Welcome Days.Share with collaboration partners our newsletters( via e-mail reminder, check web, or direct mail).

GovernanceBooklet 1

Get the information needed, answers to questions. Training and support is outstanding; the program is great.

PC self evaluation.

Record-Keeping and ReportingBooklet 4

Child records are organized and kept confidential. Committee reports are informative and concise.

Could improve computer hardware and software systems. Child records should be uniformly organized for Head Start and Early Head Start.

PlanningBooklet 2

Parent education opportunities. (ex: Magic 1,2,3)

Fiscal ManagementBooklet 7

Checks & balances with monthly reports provided by fiscal to policy council, board, management. Detail of financial reports. Openness of financial reporting.

Already implementing new systems for further tracking of finances.

The reality is that costs continue to increase and sometimes at a faster rate than available funding. Continually need to figure out how to make do with less.

Ongoing Monitoring Booklet 5

Strong systems in place for ongoing monitoring.

Other Factors to ConsiderOther Factors to Consider Continue to diversify and expand sources of revenue and seek funding for

screening equipment

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

Continue Dental Improvement Plan, increasing number of Head Start and Early Head Start children who complete dental exams and, if needed, receive follow up care

Continue to increase number of Early Head Start children who complete lead screenings

Ensure that all self assessment goals are addressed

Manage Head Start expansion, the additional ARRA –stimulus reporting requirements

Fully implement new software, ChildPlus, for children and families records

Early Reading First could be transformational – staff development, curriculum

& other resources.

In fall of 2009, we implemented AED equipment training; AED’s now at all

locations

We replaced some of our oldest kitchen equipment, but will need more in

future; must replace vehicles soon as they age out and get a ‘back up’ spare

bus too


Child Observation Record Over Time Child Observation Record Over Time Continuous Improvement Continuous Improvement 2001-20092001-2009

Great minds begin at Head Start

In 2008-09, the rate of gain in five of the six domains increased from the prior year. The sixth domain was virtually same as prior year.

We also analyzed the 2008-09 COR data by two major groupings: 12 classrooms using the High Scope Curriculum and 4 classrooms using Scott Foresman curriculum. There were differences in outcomes that warrants further conversation and ongoing review of data in years to come.School Year Percentage of gain

Key Experiences Initiative

Music and Movement

Creative Representation

Social and Emotional Relations

Language and Literacy Logic and Math

2001-02 17.40% 14.10% 16.50% 16.50% 19.00% 16.20%

2002-03 13.90% 14.80% 7.20% 12.50% 10.10% 12.80%

2003-04 19.40% 26.90% 16.70% 21.40% 19.40% 19.30%

2004-05 27.40% 31.60% 22.70% 29.40% 24.60% 25.40%

2005-06 26.90% 32.90% 26.40% 27.70% 26.60% 35.80%

2006-07 28.90% 51.20% 39.10% 38.70% 44.30% 51.00%

2007-08 33.00% 38.20% 43.10% 41.10% 43.70% 53.40%

2008-09 40.06% 47.04% 56.00% 50.42% 47.77% 51.90%

RATE OF GAIN

High Scope Scott Foresman

Initiative 39% 42%

Social and Emotional Relations 51% 49%

Creative Representation 67% 31%

Music and Movement 53% 31%

Language and Literacy 50% 41%

Logic and Math 52% 50%

Student Achievement Student Achievement Rates of Gain Continue to RiseRates of Gain Continue to Rise


Student Achievement Student Achievement Rates of Gain Continue to RiseRates of Gain Continue to Rise

Great minds begin at Head Start

Staff Development Day in 2008Staff Development Day in 2008


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